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HomeMy WebLinkAboutRFP - 8790 ADVANCED DISTRIBUTION MANAGEMENT SYSTEMRFP 8790 Advanced Distribution Management System Page 1 of 32 REQUEST FOR PROPOSAL 8790 ADVANCED DISTRIBUTION MANAGEMENT SYSTEM The City of Fort Collins Utilities (FCU), Light and Power Operations (LPO) division is seeking to add an Advanced Distribution Management System (ADMS) to manage its electric distribution network. With this RFP, FCU seeks a state-of-the-art ADMS to improve the management and control of the electric distribution system, outage management, enhance distribution planning functions, optimize the distribution system, and improve forecasting accuracy, among other capabilities. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal instead, one (1) hard copy and one (1) electronic copy on a jump drive, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on September 12, 2018 and referenced as Proposal No. 8790. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com, no later than 4:00 PM MT (our clock) on August 22, 2018. Please format your e-mail to include: 8790 ADMS in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Public Viewing Copy: The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. Firms are allowed to submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the firm will redact all text and/or data that it wishes to be considered confidential and denote the information as “proprietary” or “confidential”. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Fort Collins, CO 80522 RFP 8790 Advanced Distribution Management System Page 2 of 32 New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 20845 Expert System Software 20890 Utilities 91829 Computer Software Consulting 92002 Data Processing, Computer and Software Services 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Sincerely, Gerry Paul Purchasing Director RFP 8790 Advanced Distribution Management System Page 3 of 32 TABLE OF CONTENTS Page I. OBJECTIVE, GOALS AND BACKGROUND 4 II. SCOPE OF PROPOSAL 6 III. PROPOSAL SUBMITTAL 10 IV. REVIEW AND ASSESSMENT 14 ATTACHMENTS ATTACHMENT 1 – VENDOR STATEMENT (issued separately) 17 EXHIBITS Exhibit A: Sample Non-Disclosure Agreement 18 Exhibit B: Fort Collins Expense Guidelines 24 Exhibit C: ADMS Requirements (issued separately) 26 Exhibit D: ADMS Use Cases (Non-Disclosure required) 27 Exhibit E: LPO GIS Strategic Technology Roadmap (Non-Disclosure required) 28 Exhibit F: Pricing Instructions 29 Exhibit G: Pricing Worksheet (issued separately) 32 RFP 8790 Advanced Distribution Management System Page 4 of 32 I. OBJECTIVE, GOALS, AND BACKGROUND A. Objective and Goals The City of Fort Collins Utilities Department is seeking proposals from qualified firms that will provide Light & Power Operations (LPO) with the following: - A firm fixed price proposal to procure the software licensing for an ADMS - Software maintenance and support - Implementation/integration services - Support services for training on the core product - Product and support services documentation The goal is to select an ADMS for use by LPO staff in the Supervisory Control Operations (SCO) center with support for display on mobile devices by field personnel. The ADMS solution will support integration with existing SCADA, future new CIS/OSS, future GIS, and other systems to perform a multitude of varying system functions; traditional distribution management, newer/advanced applications, outage management, and traditional energy management. Vendors may provide integration services if it is a normal function of their services. B. Background Fort Collins is a vibrant community of approximately 168,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 57 square miles in size and is the northern extension of the “Colorado Front Range” urban corridor. The City’s population includes over 24,000 college students. The City of Fort Collins Utilities (Utilities) serves more than 70,500 (both single family and multi- family) electric customers with total annual sales of approximately 1,500 gigawatt-hours. The Utility also provides water, wastewater, stormwater and financing services. More information about Fort Collins Utilities can be found at https://www.fcgov.com/utilities/. Within this group of residential customers, approximately 26,000 single family homes also receive water services. For additional project context as background for LPO, the electric utility: 1. Operates and maintains over 46 square miles of one of the most reliable electric distribution systems in the country (99% of which is underground), 2. Consists of 942 circuit miles and 1,965 conductor miles, 3. Constructs, operates and maintains seven (7) electric substations, 4. Extends temporary and permanent light and power services, 5. Installs and maintains the city's streetlight system (11,000+ throughout the community) and 14 electric vehicle (EV) charging stations, 6. Provides after-hours troubleshooting, customer service and duty response 365 days of the year, 7. Includes over 1,000 distributed generation points, 8. Utilizes an active demand response system controlling hot water heating and A/C units, 9. And includes eleven (11) SCADA controllable distribution switches. RFP 8790 Advanced Distribution Management System Page 5 of 32 LPO currently operates a homegrown outage management and geographic information system called EDAR (Electric Distribution Analysis and Restoration system) that has served FCU and the City of Fort Collins very well over the past decade+ it has been in use. Unfortunately, EDAR is now facing technological obsolescence and is limited in its ability to adapt to future LPO business and customer needs. EDAR operates upon an electric distribution network model that also functions as its geographic information system, providing the ability to represent current operating (as-operated) as well as current designed (as-constructed) states. EDAR is comprised of several MS Access databases (DB’s) that utilize AutoCAD for viewing and rendering. Integrations have been established between SCADA (Iconix), with daily extracts coming from CIS (currently from Hansen, new system expected to be implemented by Q4 2019). An MS Access table has also been designed to support data exchange between EDAR and a separate long-range planning application (Milsoft Windmil Engineering Analysis). The system is supported by a mobile tool called UView based on Bentley’s Redline product that is able to display the GIS (as-constructed) representation of the electric network in the field along with other utility data for water, wastewater, storm water, and fiber. LPO seeks to replace EDAR and UView with an ADMS solution to provide an integrated operating and decision support system to assist control room, field personnel, and engineers with monitoring, control, and optimization of the distribution system. The ADMS will integrate the functions of an outage management system and distribution management system into one solution. It will need to exchange data with an Esri based GIS to access the constructed or nominal state spatial representation of the electric system. The solution shall be utilized by the Supervisory Control and Operations organization and also be able to display the network operating state on mobile devices in the field for the LPO Electric Field Services organization. The ADMS software integration with other current and future LPO systems may be requested from a System Integration (SI) services vendor provided in a separate RFP. Vendors responding to this RFP may include estimates for configurations and integrations to their core ADMS software as optional services. Ultimately, LPO desires an ADMS software solution that can be integrated with its GIS (Esri ArcGIS on either or both of geometric or utility network), SCADA (Iconix), CIS/OSS (Hansen), EAM (Maximo), System Planning (Milsoft EA – Windmil) and AMI smart grid data repository. The timing for the release of the potential SI RFP will be upon completion of the vendor product selection for this ADMS RFP. To initiate the desired transformation to a GIS/ADMS, LPO first embarked on the development of a strategic technology roadmap (STR) which was completed in March 2018 (Exhibit E). The STR identified six Business Releases (BR’s) or phases towards realization of a fully functional GIS/ADMS envisioned by LPO. The first, BR I, is focused on GIS migration of EDAR electric assets into an Esri based GIS solution utilizing Esri’s geometric and/or utility network electric data models. FCU will eventually choose to go with one or the other but are keeping both options open until product solutions and vendor partners have been selected. A separate RFP may be released to procure 3rd party tools for graphic work design and enhanced editing capabilities for design inputs into the GIS. This RFP is targeted towards procurement of a system to fulfill the requirements identified as part of BR II (ADMS I) with schedule completion in April 2020. The product selection must support the ability to work using the aforementioned Esri geometric or utility network model and also scale to support later requirements in BR’s III through BR VI. For a more complete understanding of the project design, objectives, and requirements background, please see the RFP 8790 Advanced Distribution Management System Page 6 of 32 LPO GIS Strategic and Technology Roadmap in Exhibit E. A summary of the BR phases and core objectives is shared from the STR in the diagram below: Figure 1 – LPO GIS Strategic Technology Roadmap Business Releases The ADMS use cases diagram provided as part of Exhibit D displays the ADMS functional activities by business release envisioned as part of the GIS/ADMS STR. The use case activities were used to develop and classify the project functional requirements, a subset of which were then selected for inclusion along with this RFP as Exhibit C: ADMS Requirements. Exhibits D & E will be shared with Vendors after they have signed a Non-Disclosure Agreement. A sample Non-Disclosure is attached to this RFP. Vendors wishing to receive the attachments will contact Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com via email. Please format your email to include 8790 ADMS in the subject line. II. SCOPE OF PROPOSAL A. Objective The scope of this RFP is for FCU to procure a state of the art ADMS to improve the management and control of the electric distribution system, provide outage management functionality, enhance distribution planning function, optimize the distribution system and RFP 8790 Advanced Distribution Management System Page 7 of 32 improve forecasting accuracy among other capabilities. Items to be included in the Vendor’s response are defined in Section III. PROPOSAL SUBMITTAL. The proposal must include the following pricing summary categories: 1. Licensing Vendor is to provide fixed license costs for the first five (5) years in a table, broken down by year and users.  Estimated number of users • Number of ADMS desktop users – 8 users, up to 4 concurrent • Number of ADMS mobile field users – 120 users, up to 40 concurrent 2. Training Please refer to Exhibit C: ADMS Requirements, tab titled Testing & Training for a listing of ADMS training requirements. Vendors are to provide an overview of proposed training plan/strategy (including a syllabus as per requirement TT-8.5), specifying how training is to be delivered. FCU is seeking training on core product operation. Vendors are requested to provide training estimates for users in the SCADA center (ADMS desktop) and field crews (mobile field users) per number of estimated users. Configuration and loading of FCU data to support training will be performed internally or by separately procured system integration vendor partner. 3. Maintenance & Support The City will require fixed maintenance fees for five (5) years following implementation. Provide costs for maintenance and support for each year for five years. Price increases for years beyond the initial 5 years will be capped by a mutually-agreed upon percentage increase. 4. Optional Services If other product specific services are recommended an estimate should be provided within Exhibit G: Pricing Spreadsheet. Potential services may include data loading and configuration from an assumed Esri ArcGIS geometric or utility network extension data model, integration configuration between core ADMS software and other vendor suggested or FCU existing systems, requirements confirmation meetings or workshops supporting implementation/integration services. Any additional onsite support (i.e. as part of go-live) are also left to the discretion of the vendor to define and include. B. Data The migration and conversion of existing EDAR data to support the ADMS will be handled by a combination of FCU LPO internal resources and, as necessary, a SI vendor. It is FCU’s intention to concurrently migrate data from EDAR to GIS and the ADMS so that the spatial and outage management capabilities of present EDAR are supported by Esri GIS and future ADMS. RFP 8790 Advanced Distribution Management System Page 8 of 32 As previously indicated, if the responding ADMS vendor so chooses, an optional services price for system implementation may also be included C. Deliverables/Milestones The following deliverable milestones have been identified for ADMS Vendors: - System order sizing (if not completed via RFP language) - Software installation - Software core product training D. Key Areas of Responsibility for Upgrade/New Purchase To confirm FCU expectations regarding key areas of vendor responsibility for product upgrades/new purchases, please refer to Exhibit C – ADMS Requirements, tab ADMS Maintenance & Support and complete columns for Response and Comments. E. Project Acceptance To be aligned with Deliverables/Milestone verification and sign off by LPO Project Manager. The software solution will be deemed to be fully implemented upon completion and confirmation of the agreed upon core deliverables/milestones as identified in the Agreement Statement of Work. F. Invoicing and Payment Invoices for services should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the vendor each month following the submittal of a correct invoice by the vendor indicating the project name, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the vendor and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. G. Minimum Mandatory Qualifications of Offeror Contractor’s proposal will be reviewed to determine if it meets Minimum Qualifications for further consideration. If it is concluded by Fort Collins Utilities that Contractor’s proposal does not meet the Minimum Qualifications, the proposal may be considered non-responsive and may not receive any further consideration. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review shall be final. Contractor is advised that they shall not have the opportunity to address any deficiencies after the RFP due date. Proposal should be complete and clearly include the required information. The minimum qualifications of the offeror are listed below: 1. ADMS System has been deployed to at least three (3) municipal electric utility reference accounts completed within the last three years. RFP 8790 Advanced Distribution Management System Page 9 of 32 2. The product has the ability to support network advanced network tracing functions that combine the full functionality of a geographic connectivity model plus the highly dynamic aspects of an operational electric network model. 3. Vendor expected to offer ADMS solution with robust outage management functionality included. 4. The product can be integrated with other FCU systems for long range planning, CIS/OSS, GIS, and SCADA. 5. The product supports minimal latency between “as operated” and “as constructed” system states such that changes made between either are simultaneously shared to the other. 6. The ability to support a mobile solution with minimal lag while connected yet with capability to operate disconnected from a network. 7. The ability to synchronize and manage operational versus constructed representations of the electric distribution network while both may be undergoing changes. H. Schedule Utilities has established the target schedule shown below for the RFP. Utilities reserves the right to amend the target schedule at any time. Milestone Date Issuance of RFP August 10, 2018 RFP Questions due August 22, 2018 Final Addendum Issued August 28, 2018 RFP Proposals Due Notification of Shortlist September 12, 2018 September 21, 2018 Interviews/Demonstrations Week of October 8th (Tentative) I. Financial Qualifications (Confidential) Firms are to submit the following information in a separate file for review by the City. Documents listed here will be kept confidential. Vendors are to submit the most recent financial statement (audited if possible) including balance sheet and income statement, as well as a statement of cash flows. Also provide a banking reference (name, address and phone number). The financial information shall be submitted in a separate file for review. These documents will be kept confidential if marked that way when submitted. J. Interviews/Demonstrations In addition to submitting a written proposal, finalists may be interviewed by the City of Fort Collins and asked to do an oral presentation and demonstration about their company, solution and approach to the project. Selected contractors should be prepared to provide a demonstration of their product. The demonstrations will be scheduled in half-day time allotments. All required product operation and features will be reviewed along with day to day functionality. In the event your firm is selected to proceed to an oral interview/onsite demo phase, travel onsite to Fort Collins is required. RFP 8790 Advanced Distribution Management System Page 10 of 32 K. Travel & Expenses Contractors are to provide a list of fees for reimbursable expenses. Reasonable travel expenses may be reimbursable as per the attached Exhibit B: Fort Collins Expense Guidelines. For items not in the Guidelines, please detail each item and its approximate cost. With the submittal of detailed receipts, the City will reimburse for actual costs for travel. L. Use of Subcontractors/Partners There may be areas for use of subcontractors or partners from the award of this RFP. Contractors will be responsible for identifying the subcontractors necessary during the scope of work negotiation. Please keep in mind that the City will contract solely with your company, therefore subcontractors/partners remain your sole responsibility. M. Agreement Vendors submitting a proposal shall provide their template agreement(s) for product, support & maintenance and implementation, if applicable. III. PROPOSAL SUBMITTAL For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. RFP 8790 Advanced Distribution Management System Page 11 of 32 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete attached Vendor Statement. C. Minimum Mandatory Qualifications of Offeror Clearly state in this section or clearly identify where in the proposal Vendor believes they have fulfilled each and all of the Minimum Mandatory Qualifications as listed below. Detail shall be provided to support each qualification. 1. ADMS System has been deployed to at least three (3) municipal electric utility reference accounts completed within the last three years. 2. The product has the ability to support network advanced network tracing functions that combine the full functionality of a geographic connectivity model plus the highly dynamic aspects of an operational electric network model. 3. Vendor expected to offer ADMS solution with robust outage management functionality included. 4. The product can be integrated with other FCU systems for long range planning, CIS/OSS, GIS, and SCADA. 5. The product supports minimal latency between “as operated” and “as constructed” system states such that changes made between either are simultaneously shared to the other. 6. The ability to support a mobile solution with minimal lag while connected yet with capability to operate disconnected from a network. 7. The ability to synchronize and manage operational versus constructed representations of the electric distribution network while both may be undergoing changes. Please note: If it is concluded by Fort Collins Utilities that Vendor’s proposal does not meet the Minimum Compliance Requirements the proposal may be considered non-responsive and may not receive any further consideration. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review by Fort Collins shall be final. D. Functionality The software requirements are provided in an associated MS Excel spreadsheet (Exhibit C: ADMS Requirements) and are divided into functional requirements. The functional requirements are further delineated by use case activities based on use case diagrams that are included as an attachment to this RFP (Exhibit D: ADMS Use Cases). Each requirement should be scored and commented on per the instructions laid out in the Instructions tab of the Exhibit C ADMS Requirements. E. Scope of Proposal 1. Provide a detailed narrative of the products and services proposed in the Pricing Table. If awarded the contract per the scope above. The narrative should include any options that may be beneficial for Utilities to consider. 2. Provide a narrative of the project implementation methodology your firm proposes to use if awarded the contract. The narrative should demonstrate your understanding of the information provided in Section II of this RFP. The narrative should include any options RFP 8790 Advanced Distribution Management System Page 12 of 32 that may be beneficial for Utilities to consider. a. In the narrative, provide a summary of typical durations to complete each step. b. The City has a master project schedule that it will share with the winning vendor prior to the beginning contract negotiations. The City expects to modify this schedule to include vendor tasks, durations, and dependencies. 3. Provide a sample scope of work (SOW) that documents the tasks associated with your implementation methodology. The scope should identify Vendor responsibilities, City responsibilities, deliverables/artifacts for each task, and a description of the expected level of effort (time and roles) you expect City to provide for each task. 4. Describe the methods and timeline of communication of project status your firm will use with the City’s Project Manager and other members of the Project team. This can be included in the SOW. 5. Describe the use of templates or pre-configured forms, if available, to speed implementation. Summarize the process of modifying these templates to meet the City’s needs. 6. Align the scope of proposal to the pricing categories identified in the Pricing Worksheet. 7. Provide an overview of your proposed training program. 8. For the five years of annual maintenance and support, please include a copy of your software maintenance agreement and specify the following: a. The number of software updates typically provided per year. b. Hours of support, for example, 7 x 24, office hours (specify time zone), etc. c. Any limit on the number of support hours per year. d. Whether the maintenance and support includes the software customizations proposed. e. Any other services included in the annual maintenance and support fee. f. Identify any items not included in your annual software maintenance support that Fort Collins should anticipate experiencing. g. Identify a percentage price increase beyond the initial 5 years. F. Vendor Capabilities/Assigned Personnel 1. Provide a minimum of three similar projects with governmental utilities in the last 5 years that have similar products as proposed for this RFP response. 2. Identify key personnel who will execute the project and duties as identified in this RFP. Provide sub-consultant information as well, following the instructions above. 3. For the Vendor, provide a description of similar relevant work performed and contact person information. Ideal references will be similar in size and scope to this project including municipal water, wastewater, stormwater, water treatment, water reclamation, and electric distribution utility operation, including warehousing. If the Vendor is a reseller/implementer of a third-party mobile product, these references must be for the Vendor, not the third-party mobile product. It will be Fort Collin’s RFP 8790 Advanced Distribution Management System Page 13 of 32 discretion to contact all, some, or none of these references. In addition to those listed in the proposal, additional work references may be contacted as Fort Collins determines may be helpful for evaluation purposes. Include the following information for three (3) or more recent references: a. Name of firm b. Name and title of contact, phone number, web and email address c. Description of relevant services provided d. Contract amount, cost at completion and change order information (explain why the change occurred and additional costs e. Original schedule and actual completion time for each change order f. Applications in use: i. ADMS Technology & Version in Operation: ii. CIS/OSS Technology and Version in Operation: iii. SCADA Technology and Version in Operation: iv. GIS Technology and Version in Operation: 4. Include resumes (limited to 2 pages each) for each project participant. 5. If sub-contractors are proposed to perform a portion of these services, describe the sub- contractors that you have working relationships with and that you propose to use under this award. Detail projects where you have worked with the sub-contractors previously. 6. If you are including a sub-contractor as part of your team, please provide answers to the questions in this section as related to the sub-contractors, as well as your firm. 7. Provide details on your firm’s commitment to quality and attention to detail. Explain the processes your team will use to assure delivery of a high quality finished product. 8. Disclose any current or past litigation, contractual disputes or early terminations as related to over payment or performance. G. Pricing Refer to Exhibit F: Pricing Instructions for completing Exhibit G – Pricing Worksheet. H. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section IV: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. I. Additional Information Provide any information that distinguishes vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing vendor’s proposal. Explain any concerns vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services shall be documented. RFP 8790 Advanced Distribution Management System Page 14 of 32 IV. REVIEW AND ASSESSMENT A. Selection Process The evaluation process is anticipated to be a multistep process that will lead to a narrowing of Vendors in each step for final consideration and selection. Depending upon number of qualified proposals and results of evaluations, individual steps described below may be combined or modified as Fort Collins determines is in the best interest of the Fort Collins selection process. Anticipated steps in the selection process are: 1. Evaluation based on Vendor’s written proposal. 2. Evaluation based on Vendor Interviews, Product Demonstrations, and Best and Final Offer (BFO). 3. Evaluation based on Reference calls. B. Evaluation Vendor firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals, the Best and Final Offer (BFO), the interview session and the optional reference calls. At the discretion of the City, interviews of the top rated firms may be conducted. 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. This review shall be based on the sole determination of Fort Collins Utilities and the conclusions of this review by Fort Collins shall be final. WEIGHTING FACTOR EVALUATION CRITERIA STANDARD 40% Functionality Individual requirements are scored based on the vendor product’s stated ability to meet City’s needs as defined by the Exhibit C: ADMS Requirements. 15% Scope of Proposal Does the proposal follow proposal format directions, adequately address all topics and show an understanding of the project objectives, methodology to be used and results that are desired from the project? Are there any exceptions to the specifications or agreement? RFP 8790 Advanced Distribution Management System Page 15 of 32 WEIGHTING FACTOR EVALUATION CRITERIA STANDARD 25% Vendor Capabilities/Assigned Personnel Does the Vendor have the resources, financial strength, capacity and support capabilities required to successfully deliver the requested products and services? What has been the success rate in delivering quality results in prior deployments? Did the vendor short list demonstration provide an impressive and accurate display of vendor and product capabilities? Does the firm have broad and deep relevant technical skills? Do the people who will be working on the project have the necessary skills, knowledge and abilities? Are sufficient people of the requisite skills assigned to the project? Do the assigned personnel have past experience in in all the required Utility domains (water and electric)? What has been their demonstrated success rate in delivering quality results in prior engagements? 15% Pricing Does the licensing approach the City’s needs and support the planned phased implementation? Do the product support and maintenance rates appear reasonable to support a multi-year, multi-phase project? Are hour estimates and rates reasonable to support a multi-year, multi-phase project? Are travel estimates reasonable to support a multi- year, multi-phase project? 5% Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate a competent methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? RFP 8790 Advanced Distribution Management System Page 16 of 32 C. Best and Final Offer At the time of interviews, Vendors will have the opportunity to improve the value of the proposal for services being submitted to the City. D. Reference evaluation (Top Ranked Firm) The City will check references using the following criteria: QUALIFICATION STANDARD Performance to Scope How well did Vendor’s product perform in meeting scope as initially defined? Were change orders or other in process modifications required to meet initially defined scope? Pricing Did Vendor meet cost and work hour estimates provided on work tasks? Were there cost and/or work hour overruns? If so, what was the cause, lack of Vendor’s ability to provide good estimates, overruns beyond Vendor’s ability to anticipate? Did Vendor demonstrate understanding and planning for “normal” cost and scope over run factors? What course correcting actions were taken if any? Vendor Capabilities/Assigned Personnel Did Vendor consistently demonstrate organizational capability to support assigned personal, your organization and your project? Did people working on project consistently demonstrate knowledge, skills and abilities to deliver desired project results? Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Overall Product and Vendor Performance Would you have selected this Vendor’s product if you were to do all over again? Did the product deliver the promised functionality required by the project? Was the Vendor team good to work with? Could they adjust and effectively support the varying needs, style and concerns of the diversity of people from your organization? RFP 8790 Advanced Distribution Management System Page 17 of 32 ATTACHMENT 1 VENDOR STATEMENT (ISSUED SEPARATELY) RFP 8790 Advanced Distribution Management System Page 18 of 32 EXHIBIT A SAMPLE MUTUAL NON-DISCLOSURE AGREEMENT THIS MUTUAL NON-DISCLOSURE AGREEMENT (this “Agreement”), effective as of the day of , 20 , is between the City of Fort Collins, a Colorado home rule municipal corporation (the “City”), and (“Vendor”). The City and Vendor may hereinafter be referred to individually as a “Party” or collectively as the “Parties.” WHEREAS, Vendor and the City may engage in discussions concerning construction and/or operation of Gigabit speed internet services and a potential business arrangement (the “Purpose”); and WHEREAS, in the course of discussions, communications, and/or negotiations each Party may disclose to and/or receive from the other Party certain information belonging to the disclosing Party or its affiliates (collectively, the “Discloser”) that includes trade secrets, privileged information, or confidential commercial and information (“Confidential Information”); NOW, THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth herein and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: 1. Records maintained by the City are subject to public disclosure pursuant to the Colorado Open Records Act (“CORA”). Certain confidential business records are exempt. If Vendor provides to the City documents that include trade secrets, privileged information, or confidential commercial or financial information, Vendor shall segregate any documents including such information from other documents provided to the City and shall clearly identify such documents with a stamp, watermark or other clear mark identifying the documents as confidential pursuant to CORA. 2. The Party receiving Confidential Information (the “Recipient”) (i) shall use such Confidential Information only for the Purpose; (ii) shall reproduce such Confidential Information only to the extent necessary for the Purpose; (iii) shall restrict disclosure of such Confidential Information to its, and its affiliates', employees and agents who need to know such Confidential Information to carry out the Purpose and who are not direct competitors of the Discloser (and require such employees and agents to undertake confidentiality and use obligations at least as restrictive as those Recipient assumes herein); (iv) shall not disclose such Confidential Information to any other Party without prior written approval of Discloser; and (v) shall protect such Confidential Information with at least the same degree of care as it normally exercises to protect its own proprietary information of a similar nature, which shall be no less than reasonable care. If Recipient discloses Confidential Information to an employee, affiliate, or other person in accordance with the terms of this Agreement, any subsequent disclosure or use of such Confidential Information by such employee, affiliate, or other person shall be deemed a disclosure or use by Recipient and Recipient shall be responsible for such disclosure or use. The RFP 8790 Advanced Distribution Management System Page 19 of 32 Recipient shall immediately notify the Discloser upon the discovery of any loss or unauthorized disclosure or use of the Confidential Information of the Discloser. 3. The restrictions on use and disclosure of Confidential Information shall not apply unless such Confidential Information, when in tangible, electronic or viewable form is marked confidential or proprietary by Discloser, or when disclosed only orally is both identified as confidential or proprietary at the time of disclosure and summarized in a writing so marked and provided to Recipient within thirty (30) days following the oral disclosure; except that any unmarked material and any verbally disclosed information that Recipient knows or reasonably should know to contain Confidential Information of the Discloser, including but not limited to business or technical information not generally known to the public, such as patents, copyrights, trademarks and trade secrets, as well as all written or oral pricing and contract proposals exchanged between the Parties shall be subject to the use and disclosure restrictions of this Agreement. Within the 30-day period referenced above, all Confidential Information communicated only orally shall be subject to the use and disclosure restrictions of this Agreement. 4. The restrictions on the use or disclosure of Confidential Information shall not apply to any information: a. Which is independently developed by the Recipient as evidenced by documentation in such Party's possession; or b. Which is lawfully received from another source free of restriction and without breach of this Agreement by the Recipient; or c. After it has become generally available to the public without breach of this Agreement by the Recipient; or d. Which at the time of disclosure to the Recipient was known to the Recipient free of restriction as evidenced by documentation in such Party's possession; or e. Which the Discloser agrees in writing is free of such restrictions. 5. All Confidential Information shall remain the exclusive property of the Discloser, and no license under any intellectual property right is either granted or implied by this Agreement or the conveying of Confidential Information to Recipient hereunder. Discloser makes no representations, warranties, assurances, guarantees or inducements of any kind, and, in particular, with respect to the non- infringement of any intellectual property rights, or other rights of third persons or of Discloser. 6. Neither this Agreement nor the disclosure or receipt of Confidential Information hereunder shall constitute or imply any promise or intention by either Party to enter into any transaction or business relationship, nor is it an inducement for either Party or its affiliated RFP 8790 Advanced Distribution Management System Page 20 of 32 companies to spend funds or resources or purchase or provide products or services, nor is it any commitment by either Party or its affiliated companies with respect to the present or future marketing of any product or service. No such agreement will be binding unless and until stated in a separate writing signed by authorized representatives of both Parties. 7. Each Party agrees not to announce or disclose to any other person (other than persons described in Section 2(iii), above) the Confidential Information or the nature of any discussions concerning the Purpose without first securing the prior written approval of the other Party. All Confidential Information furnished hereunder shall be returned or destroyed upon written request or upon Recipient’s determination that it no longer has a need for such Confidential Information, except that Recipient’s legal counsel may retain one copy in counsel’s files solely to provide a record of such Confidential Information for archival purposes. 8. The restrictions on use and disclosure of Confidential Information disclosed hereunder shall survive for a period of three (3) years from the date of last disclosure of any such Confidential Information (except in the case of software, for an indefinite period). Either Party may terminate this Agreement upon thirty (30) days advance written notice to the other. 9. All notices or communications required or permitted as a part of this Agreement shall be in writing (unless another verifiable medium is expressly authorized) and shall be deemed delivered when: a. actually received, b. upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the Party, c. upon receipt by sender of proof of email receipt, or d. if not actually received, ten (10) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the respective other party at the address set RFP 8790 Advanced Distribution Management System Page 21 of 32 forth in this Agreement or such other address as the Party may have designated by notice or Agreement amendment to the other Party. The consequences of failure to receive a notice due to improper notification by the intended Recipient of a new address will be borne by the intended Recipient. The addresses of the Parties to this Agreement are as follows: City of Fort Collins 215 N. Mason PO Box 580 Fort Collins, CO 80522 Attention: Project Manager Attention: Purchasing Director 10. This Agreement shall not be construed to limit either Party's right to independently develop or acquire products or services without use of the other Party's Confidential Information. 11. The restrictions on disclosure of Confidential Information under this Agreement shall not preclude Recipient, on the advice of counsel, from complying with applicable law, regulation, other governmental requirement or other demand under lawful process, including a discovery request in a civil litigation, if Recipient first gives Discloser notice of the required disclosure and cooperates with Discloser, at Discloser’s expense, in seeking reasonable protective arrangements. In no event shall Recipient be required to take any action which, on the advice of Recipient’s counsel, could result in the imposition of any sanctions or other penalties by a court or government body. 12. Neither Party has any obligation to disclose Confidential Information to the other. Either Party may, at any time: (i) cease giving Confidential Information to the other Party without any liability, or (ii) request in writing return of Confidential Information previously disclosed. 13. Recipient acknowledges that Confidential Information provided under this Agreement may be subject to U.S. export laws or regulations. Recipient shall not use, distribute, transfer or transmit Confidential Information (even if incorporated into products, software or other information) except in compliance with such laws and regulations. If requested, Recipient RFP 8790 Advanced Distribution Management System Page 22 of 32 shall sign written assurances and other export-related documents as may be required to comply with such laws or regulations. 14. Each Party agrees that all of its obligations undertaken herein as Recipient shall survive and continue after any termination of this Agreement, subject to Section 8 above. 15. No amendment or modification of this Agreement shall be valid or binding on the Parties unless made in writing and signed by duly authorized representatives of each Party. 16. Subject to the limitations set forth in this Agreement, this Agreement will inure to the benefit of and be binding upon the Parties. This Agreement may not be assigned by one Party without the other Party's prior written consent. 17. If any provision of this Agreement shall be held by a court of competent jurisdiction to be illegal, invalid or unenforceable, the remaining provisions shall remain in full force and effect to the greatest extent permitted by law. 18. No forbearance, failure or delay in exercising any right, power or privilege is waiver thereof, nor does any single or partial exercise thereof preclude any other or future exercise thereof, or the exercise of any other right, power or privilege. This Agreement is binding upon and inures to the benefit of the Parties and their heirs, executors, legal and personal representatives, successors and assigns, as the case may be. 19. This Agreement shall be governed by the laws of the State of Colorado, U.S.A., without regard to its conflicts of law principles. Each Party acknowledges and agrees that a breach by it or one of its affiliates, employees or representatives of any of the covenants set forth in this Agreement will cause irreparable injury to the other Party and its business for which damages, even if available, will not constitute an adequate remedy. Accordingly, each Party, for itself and its affiliates, employees and representatives, agrees that the other Party, in addition to any other remedy available at law or in equity, shall be entitled to the issuance of injunctive relief (including, without limitation, specific performance) by a court of competent jurisdiction in order to enforce the covenants and agreements contained herein. 20. Any judicial proceeding brought by or against any of the Parties on any dispute arising out of this Agreement or any matter related hereto shall be brought exclusively in the state district court sitting in Larimer County, Colorado, and by execution and delivery of this Agreement, each of the Parties accepts for itself the exclusive jurisdiction and venue of the aforesaid court as trial courts. Each Party expressly waives any objection (including, without limitation, objections based on forum non conveniens) which any Party may have RFP 8790 Advanced Distribution Management System Page 23 of 32 now or hereafter to the laying of venue or to the jurisdiction of any such suit, action, or proceeding, and irrevocably submits generally and unconditionally to the jurisdiction of any such court in any such suit, action, or proceeding. Each Party agrees that its attorneys shall accept service of process. 21. This Agreement constitutes the entire understanding between the Parties as to the treatment of Confidential Information disclosed for the Purpose and merges all prior discussion between them relating thereto. Each Party has read this Agreement, understands it and agrees to be bound by its terms and conditions. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one single agreement between the Parties. Signatures exchanged by facsimile or other electronic means are effective for all purposes hereunder to the same extent as original signatures. IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first set forth above. CITY OF FORT COLLINS, COLORADO By: By: Printed: Printed: Title: Title: RFP 8790 Advanced Distribution Management System Page 24 of 32 EXHIBIT B FORT COLLINS EXPENSE GUIDELINES Lodging, Per Diem Meals and Incidentals and Other expenses: January 1, 2018 Lodging: • Hotels will be reimbursed at $109/day provided the government rate is available. If the government rate is not available, the best available rate shall be used and a printout of the available rates at the time of the reservation provided as documentation. • Hotel taxes do not count to the $109 limit, i.e. the rate is $109 plus applicable taxes. • Receipts are to be provided. • Actual expense will apply Meals and Incidentals: In lieu of requiring expense receipts, Fort Collins will use Federal GSA per diem guidelines. • Daily rate: $59 • Travel Days rate: 75% of $59 = $44.25 Vehicle Expenses: • All costs related to rental vehicles (gas, parking, etc.) must be documented if they are to be reimbursed. The standard for vehicle size is mid-size to lower. • If a private vehicle is used, mileage will be reimbursed using the mileage rate set by the IRS. The standard for determining total mileage is the most direct route from the firm’s primary place of business to the City. • Mileage for 2 wheel drive vehicles will be at the current rate found at www.gsa.gov. The rate for 2018 is $0.545. • Mileage for 4 wheel drive vehicles will be $0.78 when required by the City of Fort Collins. Extra Ordinary Cost • Prior authorization required. Expenses Not Allowed • Liquor, movies, or entertainment (including in-room movies); • Sporting events; • Laundry, dry-cleaning or shoe repair; • Personal phone calls, including connection and long-distance fees; • Computer connections (unless required for City business); • Other personal expenses not directly related to City business; • Convenience charges; • Rescheduling Airline Charges not related to City requirements. • Excessive meal tip amounts generally over 20%; • Delivery fees shall not exceed 10% of the total bill, if not already included; • Hotel Cleaning Tips; • Extra Baggage for one day trips; • Air Travel (when local); • Items that are supplied by the City. RFP 8790 Advanced Distribution Management System Page 25 of 32 Time Frame for Reporting • Per contract (every 30 days). Reference: The Federal GSA guidelines for Fort Collins are $109/day for hotel and $59 for meals and incidentals (M&IE). (Incidentals are defined as 1) fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, and 2) transportation between places of lodging or business and places where meals are taken). Hotel taxes (i.e. lodging taxes) are not covered by per diem and are expensed as a separate line item. The M&IE is further broken down by: • Breakfast: $13 • Lunch: $15 • Dinner: $26 • Incidentals: $5 Federal guidelines further provide for the use of 75% of the M&IE rate for travel days, i.e. $44.25 for Fort Collins. RFP 8790 Advanced Distribution Management System Page 26 of 32 EXHIBIT C ADMS REQUIREMENTS (ISSUED SEPARATELY) RFP 8790 Advanced Distribution Management System Page 27 of 32 EXHIBIT D ADMS USE CASES (REQUIRES COMPLETED NON-DISCLOSURE AGREEMENT) RFP 8790 Advanced Distribution Management System Page 28 of 32 EXHIBIT E LPO GIS STRATEGIC TECHNOLOGY ROADMAP (REQUIRES COMPLETED NON-DISCLOSURE AGREEMENT) RFP 8790 Advanced Distribution Management System Page 29 of 32 EXHIBIT F PRICING INSTRUCTIONS TAB 1 - Assumptions 1. Vendor shall provide a comprehensive list of assumptions and exceptions that impact pricing and commercial terms and considerations. If assumptions differ from the various Phases, clearly state these differences. TAB 2 - Software Pricing Tab 2 shall be used to provide the license fees required for Vendor to furnish an ADMS solution to support the full scale project. Tab 2 shall be used to also provide estimates for 3rd party license fees necessary to meet Fort Collins’s technology requirements required within this RFP. 1. Vendor shall provide the price for all required desktop and mobile software licenses, applications, APIs/adapters, and hardware by phase. The Vendor should address the following items on the applicable tab in the pricing Worksheet. All the following information and pricing requirements pertain to each. 1.1. Vendor shall provide pricing for the core ADMS and all related functionality as identified. If certain line-item functionality is included in the core product license fee, then a price of $0 should be inserted into the price column for this row. The price should NOT be left blank. 1.2. Vendors may provide pricing for additional ADMS software modules beyond those requested if Vendor believes these would be of interest to Fort Collins. If provided, Vendor shall clearly describe the optionally offered modules. 1.3. Vendors shall provide fixed pricing for ongoing maintenance and support on an annual basis for a five (5) year period following implementation. Please itemize by software module. 1.4. If applicable, Vendor shall provide pricing for any software product enhancements and customizations that will be needed to meet Fort Collins’s requirements. Itemize the enhancements and customizations with the applicable requirement section numbers, where you should provide a detailed explanation of the enhancement or customization. An overview of the enhancements and customizations should be provided here. And specify the version number and date of planned product release that will include the enhancements. 1.5. The software licenses quoted shall cover all four planned environments – Development (DEV), Quality Assurance (QA), Training (TRAIN), and Production (PROD). 1.6. Vendor shall provide pricing for all required API/Adapters detailed in the ADMS requirements. 1.7. Vendor may provide pricing for all required third-party software required for the proposed ADMS solution to meet Fort Collins’s requirements. Do not assume that Fort Collins will provide any required third party licenses, however Fort Collins reserves the right to do so at its discretion. Please itemize all third party components. RFP 8790 Advanced Distribution Management System Page 30 of 32 2. Explanation of Columns – The columns provided shall not be moved, renamed or deleted. New columns shall not be added to the pricing sheet. The columns in Tab 2 are as follows: a. Column B – Defines function or attribute to be priced b. Column C – Indicates that the pricing is to be considered Fixed, or p/unit c. Column D – Escalation assumption d. Column E – Indicate number of units assumed for unit price type items e. Column F – Unit price f. Column G – Total price 3. For the software warranty, Fort Collins assumes that initial software warranties and warranty support are for one year after go-live, and is included in initial license fees. If your standard warranty does not meet this expectation, please provide a price for extending your warranty and support to cover this period. 4. Vendor shall describe your standard license pricing formula, identifying how your software license fee is computed (e.g. by modules, servers/processors, concurrent or named users, etc.). 5. An optional services price for system implementation and configuration may also be included TAB 3 – Services 1. Tabs 3 - Services, provides for detailed pricing of Project Management, Design, Implementation, Training, Testing and Support services. 2. The Vendor should develop this tab in the “blank” rows provided to ensure all aspects of the proposed services are included. Include notes and other useful information. Add rows as necessary. At the same time, general category headings are provided and should be retained and used. 3. Vendor shall provide the price for all required implementation and integration support activities to be provided by Vendor to Fort Collins. Vendor shall pay close attention to what is included in each phase and provide pricing for the system implementation project services as specified in the ADMS requirements. 4. Pricing should be provided so that Fort Collins can understand the respective standalone costs of each proposed service. 5. Vendor shall provide pricing to support the requirements and phasing in the RFP. 6. Vendor shall provide pricing to support the ADMS configuration and various initialization and start-up activities. 7. Vendor shall provide pricing for various post-implementation support services. 8. Vendor must estimate the number of trips, by position, by phase, by expense. 9. Please provide Vendor’s hourly rate sheet for various categories of personnel: Project Manager, Project Engineer, Software Developer, Analyst, Tester, Trainer, Admin, Documentation Support, Other (specify). Please provide a description of the responsibilities of each position. RFP 8790 Advanced Distribution Management System Page 31 of 32 10. Explanation of Columns – The columns provided shall not be moved, renamed or deleted. New columns shall not be added to the pricing sheet. The columns in Tab 2 are as follows: a. Column B – Defines services to be priced, please expand the rows to provide granularity in pricing components b. Column C – Indicates that the pricing is to be considered Fixed, or p/hour c. Column D – Escalation assumption, or other key assumptions d. Column E – Indicate number of units/hours assumed for unit price type items e. Column F – Unit price f. Column G – Total price Tab 4 - Cost Rollup Tab 4 shall be used to provide Fort Collins an annual Total Cost of Solution over all six business releases. The rollup within this Tab 4 should include all items of Vendor’s cost taking into account the initial design, configuration, license purchase, maintenance &support services, testing, integration, etc. 1. Vendor shall provide a Total Cost of Solution rollup including all software, services, customizations, etc. to support the ADMS solution requirements specified within the Exhibit C: ADMS requirements. 2. Vendor shall provide an implementation cost if implementation is a normal function of their business. Tab 5 - Rate Card Tab 5 shall be used to provide Vendors standard service rate card. Tab 5 does not replace the requirements to complete other Tabs within this Pricing Worksheet. Vendor shall paste in or attach Vendor’s and supporting subcontractor’s standard rate card for required and optional services. RFP 8790 Advanced Distribution Management System Page 32 of 32 EXHIBIT G PRICING WORKSHEET (ISSUED SEPARATELY)