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Home My WebLink AboutRFP - P702 ITRON MV RS METER READING SYSTEM** I00.39ud -1H101 ** City of Fort Collins Administrative Services Purchasing Division CITY OF FORT COLLINS / V 0 ADDENDUM No.1 November 9,1998 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of Proposal: ITRON MV-RS Meter Reading System PROPOSAL NUMBER P-702 OPENING DATE: November 30,1998 at 3:00 p.m. To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. In the cover page and body of the proposal different times and dates were fisted. To clarify the proposal due date: Written proposals, eight (8) copies will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 3:00 p.m. (our clock), November 30,1998. Proposal No. P-702 RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 256 W. Mountain Awnvr • Pf) Rnx 5Rn • Fnrf f nll;. rr) RlK99 nrRn . iaon% 001 9r= . r. AV �n�n. "I 10i10'd LOL91220L61 0i 0b21 22C coc N3a 03S3N dd 8E'01 86,62 PION RATING CRITERIA Firms will be evaluated on the following criteria. These criteria will be the basis for the review of the written proposals. The City of Fort Collins and City of Longmont reserve the right to conduct formal onsite interviews and telephone interviews. The rating scale will be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. LTA 4cc]:ti111zlc' FACTOR QUALIFICATION 2.0 Scope of Proposal and Interest 3.0 Qualifications and Capability Of Vendor. 4.0 Cost 1.0 Availability References: STANDARD Understanding of Utility needs. Responsiveness of proposal. Support capabilities of vendor. Training , installation and implementation experience. Reasonable cost of hardware, software and other services. Timeline of installation. The Team Leader will check references of the vendor with the highest ranked proposal with a Satisfactory/Unsatisfactory evaluation being indicated at the conclusion of each interview. City of Fort Collins Admir,_ .native Services Purchasing Division REQUEST FOR PROPOSAL For ITRON MV-RS Meter Reading System PROPOSAL NUMBER P-702 PROPOSAL DATE: November 30, 1998 — 2:00 p.m. (our clock) 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 REQUEST FOR PROPOSAL ITRON MV-RS Meter Reading System PROPOSAL NO. P-702 The cities of Fort Collins, Colorado and Longmont, Colorado are jointly seeking proposals from authorized ITRON vendors for the purchase, installation and implementation of two ITRON MV- RS Meter Reading Systems for Windows NT. Both cities currently use earlier versions of ITRON Meter Reading Systems and want to upgrade to the new MV-RS version. The two cities have issued this joint request for proposal in order to benefit from the economies of scale that can realized by purchasing in greater quantities and participating in joint activities such as training. Separate contracts and/or purchase orders will be issued by each city for their share of the hardware, software and service costs. Joint training on the ITRON MV-RS Meter Reading System may be conducted at either facility at a time and date agreed upon by both cities. Written proposals, eight (8) copies will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 3:00 p.m. (our clock), November 30, 1998. Proposal No. P-702 All hardware and software questions should be directed to: City of Fort Collins: Janice Jackson 970-416-2134 City of Longmont: Tom Barnish 303-651-8378 All other questions should be directed to: City of Fort Collins: Tom Lynady 970-224-6093 City of Longmont: Joel Trotter 303-651 8455 Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO, Senior Buyer (970) 221-6778. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. S. cerely, i a s B. O'Neill ll, CPPO ire r of Purchasing & Risk Management Introduction The cities of Fort Collins, Colorado and Longmont, Colorado are jointly seeking proposals from authorized ITRON vendors for the purchase, installation and implementation of two ITRON MV- RS Meter Reading Systems for Windows NT. Both cities currently use earlier versions of ITRON Meter Reading Systems and want to upgrade to the new MV-RS version. The two cities have issued this joint request for proposal in order to benefit from the economies of scale that can realized by purchasing in greater quantities and participating in joint activities such as training. Separate contracts and/or purchase orders will be issued by each city for their share of the hardware, software and service costs. Joint training on the ITRON MV-RS Meter Reading System may be conducted at either facility at a time and date agreed upon by both cities. Part I - Administrative Information 1. Vendor's Responsibilities The Cities of Fort Collins and Longmont are jointly soliciting proposals for the equipment and services described herein. The City of Fort Collins Purchasing Division must receive responses to this Request for Proposal no later than 3:00 P.M., our clock, Mountain Standard Time, November 23, 1998. 1.1. Vendor should read and understand the circumstances and procedures under which this Request for Proposal is issued. 1.2. 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. 1.3. All price quotations and proposal offerings are to be firm offers for no less than ninety (90) days and will be regarded by the Cities of Fort Collins and Longmont as vendor's best and final offer. 1.4. Vendor shall note any exceptions to terms defined in this request for proposal in the written proposal submitted. 2. Evaluation and Award Proposals will be evaluated based upon each vendor's response to requirements specified herein, as well as the price for the ITRON hardware and software. All vendors may call the City of Fort Collins Purchasing Division for proposal and award status. The Cities of Fort Collins and Longmont reserve the right to reject any and all proposals and to waive any irregularities or informalities. 9 3. General Instructions 3.1. This Request for Proposal outlines the hardware, software and service requirements for the installation and implementation of two ITRON MV-RS Meter Reading Systems for Windows NT at the following locations: City of Fort Collins Utility Billing Office 330 South College Ave. Fort Collins, CO 80524 City of Longmont Utility Center 1100 South Sherman Longmont, CO 80501 3.2. The systems must be comprised of all new equipment. 3.3. The proposals must include detailed pricing for installation, training, implementation and support services to be provided by the vendor or a third party. 3.4. System pricing shall be FOB point of delivery. 3.5. Proposal shall include a minimum of three client references that had similar needs. Reference must include the name and phone number of the client contact. 3.6. Vendor will provide a listing of all clients using the ITRON MV-RS Meter Reading System for Windows NT. 4. Contacts All hardware and software questions should be directed to: City of Fort Collins: Janice Jackson 970-416-2134 City of Longmont: Tom Barnish 303-651-8378 All other questions should be directed to: City of Fort Collins: Tom Lynady 970-224-6093 City of Longmont: Joel Trotter 303-651 8455 Questions regarding proposal submittal or process should directed to: City of Fort Collins: Opal Dick 970-221-6778 5. Proposal Format Instructions Each vendor's response shall be organized in the format outlined below: Section 1: Company Profile Section 2: System Pricing Section 3: Implementation and Training Section 4: System Maintenance and Support Section 5: Profile of Individuals Providing Implementation and Training Services Section 6: Recommendation for Compatible Peripheral Hardware Section 7: Customer References Section 8: Timeline of Project 3 6. Submission of Proposal Eight (8) copies of the proposal and other information are to be submitted to: City of Fort Collins Purchasing Division 256 West Mountain Ave. Fort Collins, CO Proposals must be received no later than 3:00 P.M. November 23, 1998. No proposals will be accepted after that time. Part II — Sections of the Proposal A minimum of the following information should be included in the proposal. Section 1— Company Profile 1. What is the name of your company and headquarters address? 2. Describe your company in terms of the number of employees and annual sales. 3. What are the locations of your other company offices? 4. What is the size and location of the office that will serve us? 5. Provide a list of customer locations where your company has installed the ITRON MV-RS Meter Reading System for Windows NT and it is being used to read electric and water meters. 6. How many years have you been in business and under what other names? 7. Provide your most recent financial statement. 4 Section 2 - System Pricing 1. Specify costs for purchase of the ITRON MV-RS Meter Reading System for Windows NT. Indicate unit price for each component as well as the total price. With the exception of a PC and printer, the vendor is expected to provide any and all hardware and software components required to support a fully functional MV-RS Meter Reading System including but not limited to: 1.1. Interface devices and software 1.2. Operating system drivers 1.3. Ancillary application software and drivers 2. In addition: 2.1. All hardware must be listed on the Microsoft Hardware Compatibility List. 2.2. All drivers and ancillary application software must be the latest version available. 2.3. All hardware supporting software must be year 2000 compliant. 3. Stipulate the specific version of ITRON MV-RS software being installed. 4. System components and services to be included in pricing: Fort Collins MV-RS for Windows NT software 10 FS3 handhelds with radio read option 10 cradles for FS3 hanhelds 1 PC to cradle cable Installation, Implementation and Training Services Maintenance and Support Longmont MV-RS for Windows NT software 8 FS3 handhelds - 2 with radio read option 8 cradles for FS3 hanhelds 1 PC to cradle cable Installation, Implementation and Training Services Maintenance and Support 5. Specify any other costs associated with the implementation of the ITRON MV-RS Meter Reading Systems in Fort Collins and Longmont. Contract Terms: Annual contract with an option to renew and buy additional hardware and software for four additional years if agreeable pricing can be successfully negotiated. The City of Fort Collins and City of Longmont reserve the right to make the renewal decision individually. Final payment will be contingent upon demonstrated functionality of the ITRON MV-RS Meter Reading System without operating system, application software, or supporting hardware and software errors for a period of two weeks. 5 Section 3 — Implementation and Training 1. Detail all implementation/training services and documentation to be provided by your company. Include a detailed implementation schedule delineating all activities, tasks and responsibilities of both your company personnel and the personnel of Fort Collins and Longmont. The documentation provided must fully detail setup, configuration, and support procedures including the application software, drivers, and the system registry. 2. State the requirements for the facility to be used for the training and implementation of the MV-RS ITRON Meter Reading System, i.e., space, network accommodations, furniture, etc. Section 4 — System Maintenance and Support 1. Specify warranty period on ITRON MV-RS Meter Reading System for Windows NT hardware and software components. Please indicate if your company provides any warrantees on the system that are in addition to the product warranty offered by ITRON. 2. Maintenance Services: 2.1. Hardware Maintenance - Specify maintenance and support capabilities. Include the items listed below: 2.1.1. If the hardware maintenance support is provided by other than your company, so specify and detail the arrangements for that support. 2.1.2. Detail proposed procedure for response to calls for emergency service, including maximum time to respond and time to repair. 2.2. Software Maintenance: 2.2.1. Specify procedures to correct errors discovered in the software and reported by Fort Collins and/or Longmont personnel. 2.2.2. Specify responsibility and method for installing new releases of software and any costs for new releases and installation. 2.2.3. Describe the scope of continuing software support for the design and implementation of enhancements. Section 5 — Profile of Individuals Providing Implementation and Training Services Provide the following information for each member of your company that will be providing implementation and training services. 1. Name 2. Job Title 3. Length of time with your company 4. Education 5. Description of role in the implementation 6. Description of experience in implementing the MV-RS ITRON Meter Reading System for Windows NT N. Section 6 - Recommendation for Compatible Peripheral Hardware Fort Collins Fort Collins intends to run the MV-RS Meter Reading System for Windows NT on the following PC. Recommend any additional or enhanced capabilities required for top performance of the MV-RS Meter Reading System. • Dell Optiplex GX1 • Pentium Pro processor • 400MHz • 128 Mb RAM • 3.5 inch floppy drive • CD ROM drive • Windows NT 4.0 2. Recommend compatible printers for use with the MV-RS Meter Reading System Hardware and Software. Longmont 1. List the minimum requirements recommended for the PC that will run the MV-RS Meter Reading System for Windows NT software. 2. Recommend compatible printers for use with the MV-RS Meter Reading System Hardware and Software. Section 7 — Customer References Provide the names of three customer references that are currently using the MV-RS Meter Reading System to read electric and water meters. 1. Company Name 2. Name of company contact 3. Contact's telephone number Section 8 — Timeline of Project The installation, training and implementation of this project should be scheduled to commence as close as possible to February 1, 1999. 7