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HomeMy WebLinkAboutRFP - P929 RADIO COMMUNICATION STUDY FOR UTILITIESREQUEST FOR PROPOSAL Radio Communication Study for Electric Distribution System Data Acquisition for Fort Collins Utilities Opening Date: 3:00 PM March 26, 2004 Section 4 - Review and Assessment Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 2l9100 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? SA 10/01 11 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider'. W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within execution of this Agreement. Services shall be completed no later than ( ) days following Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. SA 10/01 12 4. Contract Period. [Option 2] This Agreement shall commence 200_, and shall continue in full force and effect until 200_, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed _ (_) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: SA 10/01 13 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Dollars ($ ) [Option Cost Breakdown is attached Exhibit "C"] 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. SA 10/01 14 12. Warranty (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the.exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal SA 10/01 15 representatives, successors and assigns of said parties. 16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit _, consisting of (_) pages[s], attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 18. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. SA 10/01 16 19. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit_, consisting of ( ) page[s], attached hereto and incorporated herein by this reference. CITY OF FORT COLLINS, COLORADO a municipal corporation By: John F. Fischbach City Manager By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management Date: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as [insert name of business] By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: CORPORATE SECRETARY (Corporate Seal) SA 10/01 17 EXHIBIT B INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 03 REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P929 The City of Fort Collins is seeking proposals from qualified firms Written proposals, three (3) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), March 26, 2004. Proposal No. P-929. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Matthew Haag (970) 416-2772 Questions regarding proposals submittal or process should be directed to Senior Buyer, Opal F. Dick, CPPO (970) 221-6778. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30929. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcqov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. 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 overthe 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. Sincerely, 4meB. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management TABLE OF CONTENTS Section I - General Information 4 1.1 REQUEST FOR PROPOSAL 4 1.2 SCOPE OF WORK 4 1.3 CONTRACTOR QUALIFICATIONS 4 1.4 PRPOSALS AND CONTACT INFORMATION 5 1.5 EVALUATION CRITERIA 5 Section 2 - Scope of Service 6 2.1 RADIO FREQUENCYSURVEY 6 2.2 EXISTING FREQUENCY USAGE 6 2.3 RADIO SYSTEM IMPLENTATION FEASIBILITY 6 2.4 RADIOS AND ADDITIONAL EQUIPMENT 6 2.4.1 Proposed RFEquipment Criteria 6 2.5 SUPPORT AND TRAINNING 7 2.6 ADDITIONAL WORK 7 Section 3 - Proposal Response Requirements 8 3.1 PROPOSALS 3.2 PROJECT SCHEDULE Section 4 - Review and Assessment 8 n P929 Radio Communication Study for Electric Distribution System Data Acquisition for Fort Collins Utilities Section 1 - General Information 1.1 REQUEST FOR PROPOSAL Proposals are requested from experienced Contractors to evaluate the feasibility of using a license free radio frequency to perform data acquisition for the City of Fort Collins electrical distribution system. The RF network would be used to query status and other telemetry from various field components on the distribution system via radio master hubs located at the seven electric substations within the city. The radio master hubs would then be connected to an Ethernet network backbone already in use by the department. The potential number of remote radios in the Fort Collins service area is approximately 100 units. Additional uses of the FIR network, such as Automated Meter Reading (AMR) and mobile communication, may also be considered as determined by the initial study. 1.2 SCOPE OF WORK The scope of work for the license free radio communication feasibility study shall consist of the following components: 1. Determine the anticipated received signal levels within the City's service area (desired coverage area). 2. Determine the existing frequency usage in the area and the amount of frequency interference to be anticipated. 3. Investigate and submit detailed solutions for the following radio implementations: • Data acquisition and control of distribution equipment using serial and Ethernet communications. • Interface requirements for AMR systems as specified by the City. • Mobile data transfer of files from laptop pc to enterprise server. • Wireless digital communication in place of existing radio system. 4. Submit a detailed plan for a pilot project to implement the proposed technology and evaluate the ability of license free radio to function in the electrical distribution environment. 1.3 CONTRACTOR QUALIFICATIONS Proposals will be considered only from contractors who have experienced personnel able to provide the required services. At a minimum, proposals submitted shall provide resumes of all personnel to be performing the work and information substantiating previous work experience including a minimum of similar projects performed by the Contractor for municipal and utility systems that are of equal or greater complexity. In addition to project experience, the Contractor shall be a representative of an established manufacturer of radio equipment. Contacts for each listed project shall be provided with the proposal. Failure to provide this specified information may result in a contractor's proposal being declared non -responsive. 1.4 PRPOSALS AND CONTACT INFORMATION Information or clarification of terms concerning the scope of the proposal shall be directed to the project engineer. The project engineer for this proposal is: Matthew Haag Phone: (970) 416-2772 e-mail: mhaag@fcgov.com Information or clarification of proposal submittal or process should be directed to the Senior Buyer. Opal F. Dick, CPPO Phone: (970) 221-6778 e-mail: odick@fcgov.com Proposals shall be received before 3:00 P.M. (Our Clock) Friday, March 26, 2004, to: If mailed: City of Fort Collins -Purchasing P.O. Box 580 Fort Collins, CO 80522 If delivered: City of Fort Collins -Purchasing 215 N. Mason St. 2"d Floor Fort Collins, CO 80524 In addition to submitting a written proposal, finalists may be interviewed by the City of Fort Collins and asked to do an oral presentation about their company and approach to the project. Proposals submitted should contain a detailed description of the scope of services the Contractor will be providing after reviewing the project scope defined herein. The proposal should also contain itemized pricing for each component and an over all lump sum price to perform the work. 1.5 EVALUATION CRITERIA The submitted proposals shall be reviewed in accordance with the attached rating criteria listed in Section 4.0. Section 2 -Scope of Service 2.1 RADIO FREQUENCY SURVEY The Contractor shall perform a radio site survey of the area served by the City of Fort Collins -Utilities. The survey shall be performed using the City's land base map coordinate system (NAD83 O-N coordinate system). An autocad map file will be provided to the Contractor by the City with the required land base information. The survey shall include a propagation analysis of the entire service area with the primary radio master hubs or RF centers located at the City's substations and service center facility. The propagation analysis shall also determine areas that can not be covered reliably from the primary hubs and shall indicate where repeater radios would need to be located to provide complete coverage of the service area. The Contractor shall provide a report of the propagation study that shall include a visual presentation of signal strength for the service area. 2.2 EXISTING FREQUENCY USAGE A study will be performed to investigate the existing frequency usage in the Fort Collins service area. The study shall include research into known frequency users in the area as well as field sampling of frequencies at the Service Center and substations. The study will result in a report identifying known frequency usage in the area and proposed methods to mitigate frequency interference problems. 2.3 RADIO SYSTEM IMPLENTATION FEASIBILITY The Contractor shall provide a detailed report on the feasibility of using spread spectrum radio for the following implementations; • High speed connection to Electroindustries, Nexus revenue meter. • Connection to Opto 22 PLC and GE D20 RTU. • High speed connection to laptop pc for file transfer. • Use of radio as mobile communication. 2.4 RADIOS AND ADDITIONAL EQUIPMENT The Contractor shall provide a detailed list of proposed equipment, materials and connection schematics required to construct the primary back bone RF network. The primary back bone network shall be composed of the Ethernet radio's located at the master hub's within the system and the repeating station radios located throughout the system. The Contractor shall also submit a recommended remote radio for use with the master radio's. 2.4.1 Proposed RF Equipment Criteria The equipment proposed by the Contractor shall meet the following minimum criteria: • Simultaneous handling of multiple protocols, applications and users • Provide a serial gateway allowing migration to IP from existing serial networks • Multiple security levels to prevent eavesdropping or unauthorized access. • Be capable of having software and programming upgraded remotely. • Be capable of serial data speeds within the range of 1200bps to 115.2kbps. • Be capable of firmware upgrades either in the field or remotely. • Be capable of providing Ethernet in conjunction with serial interfaces. • Be capable of providing Ethernet speeds no less than 256kbps. • Be capable of providing faster speeds in the future. 2.5 SUPPORT AND TRAINNING The Contractor shall provide support and training in the use of proposed hardware and software as required to maintain a working radio system for the pilot project.. 2.6 ADDITIONAL WORK Following a successful pilot project, the Contractor may be asked to participate in additional work as determined by the City. Section 3 - Proposal Response Requirements 3.1 PROPOSALS For this section, contractors are required to provide detailed written responses to the following items. The responses shall be considered technical offers of what contractors propose to provide and shall be incorporated in the contract award as deemed appropriate by the Department. Using company letterhead, please attach your responses to these questions to the enclosed Proposal Response Cover Sheet. Failure of contractors to respond to any of the following technical submittal requirements may be grounds for considering a proposal non -responsive. 1. A cover letter stating the name, address and telephone number of the proposing contractor. This letter must bear the signature of the person having the authority to make the proposal for the firm. 2. A list of staff to be assigned to the project (in particular a project manager to act as first point of contact) including resumes and work experience related to this project. 3. Description regarding how the proposed solution will allow the Department to access the remote electrical equipment. Description of hardware and software to be provided as part of the proposal, and how it will be configured and tested. Description of training that is proposed that will allow Department technical staff to provide ongoing management of hardware and software proposed for this project. Description of interfacing the proposed hardware to existing Ethernet equipment located in key electrical substation locations. 4. Description of how the 50 square miles that comprises the City's jurisdiction (desired coverage area) will be within the boundaries of the proposed solution, and how "holes" in the coverage area will be dealt with. 5. Detailed information of RF coverage utilizing key electrical substations located on a fiber ring. This coverage information must be generated based on information no greater than 30 meter USGS digital elevation models. 6. Detailed proposal of suggested radio locations both remote and master in addition to suggested RF hardware for both remote and master locations. 7. Description of a phased approach of pilot program that the Department could implement, in order to test the feasibility of the proposed solution before committing to the entire package that has been proposed. 8. Price of proposed services, with narrative to include itemized information concerning the cost of labor, materials, sample size, travel, overhead and other cost elements which are expected to be incurred for each phase. Price of equipment for incremental units above and beyond 25. 9. Identification of what portion of work, if any, will be subcontracted including a list of Subcontractors. 10. Proposed schedule, which includes a detailed timeline for task accomplishment, projected start date, and ability to meet the Departments completion. 11.A list of at least three references, preferably entities utilizing SCADA applications in conjunction with radio technologies, for which you have performed similar services. This list should include a summary of services provided, as well as a specific contact person at each organization. 12.Any other information deemed necessary by the proposing contractor. 3.2 PROJECT SCHEDULE Contractors shall submit completed proposals by the date specified in section _4 PROPOSALS AND CONTACT INFORMATION. All proposals submitted shall include the entire proposal on CD as well as three (3) paper copies with the appropriate signatures. The City will evaluate the submitted proposals and determine the finalists.