Advanced Metering Infrastructure

Pre-Submittal Meeting

October 22, 2019

Agenda

AMI Project Scope

AMI Project Goals

City Background

RFQ Overview

Evaluation Process

Schedule

Q&A

Site Visits

AMI Project Scope

Three (3) components:

1. AMI System which includes the supply of water meters,

registers, lids, endpoints, AMI network infrastructure and

installation of AMI network infrastructure.

2. Meter Data Management System deployment and

integration.

3. Installation Services for water meters replacement and

retrofit, endpoints installation, and meter box lids

replacement.

The scope includes the deployment of all hardware and

systems, integrations, testing, training, support services, and

maintenance of AMI network infrastructure.

AMI Project Goals

Enhance customer service

Reduce water consumption, increase water conservation and water-use

efficiency.

Implement features such as:

Timely leak detection

Provide customers real-time water consumption data

Customizable alerts to customers and the City staff to identify abnormal

water use and proactively resolve potential issues

Replace aging infrastructure

Improved efficiency in City’s billing processes

Improve City personnel safety

Greenhouse gas reduction

Increase access to analytical tools for tracking state-mandated water

conservation efforts and other water supply modeling initiatives.

City of Oceanside

Population: 178,000

42 square miles

44,544 meters

26 distribution zones and over 590 miles of water mains

Mix of Single and Multi-Family Residential, Commercial/Industrial, Irrigation and Agricultural customers

Majority manually read with ~11% Touch Read technology (5,150 meters)

The majority of the Touch Read meters are Sensus meters:

Sizes 5/8”, 3/4", 1” are Sensus SR2 bronze body with 3-wire connection

Sizes 1.5” and 2” are a mix of Sensus T2 (some) and C2 (mostly)].

City has recently been installing:

Master Meter Octave models on meters sized 2” and larger

Neptune models on meters sized 5/8” to 1.5”

City Meter Population

SizeApproximate

Total Quantity

Approximate

Total Quantity

Percent of

Total

Population

Approximate

Quantity for

Retrofits

Approximate

Quantity for

Retrofits

5/8”x 3/4” 38,308 86% 3,954

3/4” 797 1.80% 378

1” 2,604 5.90% 419

1.5” 1,234 2.80% 191

2” 1,362 3.00% 159

3” 102 0.20% 19

4” 74 0.20% 13

6” 32 0.07% 4

8” 27 0.06% 9

10” 4 0.01% 2

Total 44,544 44,544 100% 5,148 5,148

239 47

350

4,751

City of Oceanside

Meter Size Distribution

41,709

2,596

City Software Systems

CIS: Advanced Utility Systems (AUS) – CIS Infinity

Version 4 Build 56

CIS WOMS: AUS CIS Mobile Version 2 (DNN 06.02.08)

Customer Payment: Infinity Link

Customer Portal: WaterSmart

GIS: ESRI

Asset Management: Lucity

RFQ Highlights – Contracting Requirements

Valid CA Contractor Licenses

Prime: Class A (General Engineering)

Meters: Class A (General Engineering) or C 36 (Plumbing)

Network Infrastructure: C 10 (Electrical)

United States Bureau of Reclamation’s (USBR) WaterSMART Grant

City’s Minimum Terms and Conditions included in Attachment 3

DIR Special Wage Determination (Attachment 5) in compliance

with Davis Bacon federal prevailing wage requirements

Disadvantaged/Women Owned and Small Businesses are

encouraged, if qualified to perform the requirements of this

procurement, to submit an SOQ. Please state clearly if your

organization qualifies for any of these classifications.

RFQ Highlights

The City is seeking “tried-and-true” proven technology.

The City prefers a ‘hosted’ AMI Head-End with a ‘hosted’ MDMS, however option for on-premise solutions should be presented if available.

Proposers shall explain their approach to communications system redundancy in the event of an AMI network outage.

Proposers shall explain their approach to adhere to security best practices (cybersecurity, data privacy, etc.).

Direct access to data is a requirement for the City. For hosted Head-End and MDM Systems, Proposers to describe how this access is provided, how security is ensured, and who ‘owns’ the data.

The City will consider AMI Systems whose network infrastructure consists of traditional fixed radio frequency (RF) (licensed/unlicensed), cellular, hybrid, or LPWAN.

RFQ Highlights – Meters

Water meters will measure flow in cubic feet. Interval and register meter

reads will be stored in the endpoint, transmitted and stored in the AMI

Head-End and MDMS at a resolution of 0.1 cubic feet or less. The MDMS

will provide billing determinants to the CIS in truncated 100 cubic foot

increments. Other software, such as the Customer Portal, is to be

provided with reads at the same resolution as stored in the MDMS.

Mechanical water meters are preferred for meters sized from 5/8” to 2”.

Solid state water meters are preferred for meters sized 3” and above.

Polymer composite body water meters and/or polymer composite threads

will NOT be accepted by the City.

Water meters must have a register that can continue to measure flows and

can be read manually in the event of battery failure of the endpoint.

The City prefers endpoints that are compatible with a variety of meter

manufacturers.

RFQ Highlights – AMI Network Infrastructure

Proposers shall perform a site and propagation study as part of their response and design an AMI network that best meets the needs of the City. The site and propagation study shall include the City’s entire meter population to determine the number and placement of any and all AMI network infrastructure for full coverage. If proposed network solution includes cellular connectivity, existing conditions/coverage and proposed new should be accounted for.

Propagation studies shall take into account existing frequencies (licensed or unlicensed) currently in operation within City’s service area. Proposers shall ensure that their proposed AMI Network System will not interfere with any existing communications systems within the City. Specific frequency interference considerations include existing:

Local municipal airport

MCB Camp Pendleton

SCADA – 900 Mhz unlicensed

Regional Communications System (RCS) – 800 Mhz (public safety, including police and fire)

City’s Microwave Communications Network

North County Transit District (NCTD) system for buses and trains

RFQ Highlights – AMI Network Infrastructure

See Appendix 2 for list of City-owned sites allowable network infrastructure

installation. Includes: buildings, pump stations, City-owned street and park lights,

water storage tanks, and other structures approved by the City

Areas west of Interstate 5 including Downtown Oceanside and the Harbor are in the

Coastal Zone which has limitations for height and visual aesthetics. It is preferred to

minimize the amount of AMI network infrastructure located in these areas. However,

where required, it is encouraged that Proposers’ system designs plan to utilize existing

buildings/roofs, communications infrastructure, and City-owned street and park lights

and do not exceed the assets’ existing heights.

Mounting equipment on water storage tanks will not be allowed. However, placement

of new infrastructure adjacent to water tanks, within City-owned property will be

allowed but will be subject to each site’s local zoning and height limitations.

Placement of AMI network infrastructure onto existing communications structures (e.g.

antenna towers) at reservoir sites is preferred, if feasible with no interference.

It may be possible to mount AMI network equipment onto existing City communication

infrastructure (e.g. antenna towers), however Proposers must guarantee that their

equipment will not interfere with existing communication infrastructure

RFQ Highlights – AMI Network Infrastructure

AMI network infrastructure must not interfere with access by City

personnel to any part of the building or structure on which they are

mounted, nor in any way compromise its structural integrity. For each

device, the attachment system (e.g. mountings, support system, cabling,

etc.) must be pre-approved, as well as inspected and accepted, by a

representative from the City’s Building Department.

Welded mounts are not allowed. Corrosion resistant, stainless steel

mechanical fasteners are preferred.

Systems must be designed and constructed in accordance with applicable

and local codes. Engineering for attachment systems is to be performed

by the Proposers, at no additional cost to the City.

If a fixed-based AMI solution is being proposed, the Proposer shall include

in its SOQ whether they offer a solution for on-call AMI network

maintenance services and/or Network as a Service (NaaS). These services

shall be for both emergency and preventative maintenance.

Examples of Cellular Antennas on Street Lights

RFQ Highlights - Implementation

Software Integrations

AMI HES & CIS

MDMS & CIS

MDMS & Customer Portal

Installer WOMS & CIS

Rigorous testing is a priority for the City. Describe the proposed

test plan/ strategy and testing tools to be employed to support

and ensure user acceptance. Include Proposer’s high-level test

plan as an appendix. Clearly describe roles and responsibilities

and anticipated level of effort & involvement from City staff.

Proposers to describe their recommended training courses and a

recommended training plan for the City (including when during

the project to perform which training sessions)

RFQ Highlights - Installation

Quality assurance, quality control is a priority for the City. Describe

how you plan to maintain an effective quality assurance program that

proactively identifies problems related to safety, workmanship, and

customer satisfaction before they become bigger issues for the City.

Describe the methods used to record information from each installation,

particularly the serial number of the AMI endpoint and meter, the service

address, GPS location of meter/endpoint, site photos before and after

install, and the last read.

City intends to provide a staging area for use during the project

implementation. Provide any other storage, material handling

equipment, or physical site requirements. Describe the size of the staging

area and what equipment/materials/vehicles (and quantity) are required.

Describe your procedures for installation of Small (1” and below) and

Intermediate (1.5” and 2”).

RFQ Highlights - Installation

Proposers should anticipate encountering and addressing the following conditions, while minimizing the instances of Return to Utility (RTU) situations:

difficult-to-access/locate meters

locked gates

work in confined spaces such as vaults

work in alleys

traffic control

meter boxes full or partially filled with sand or other debris

meter boxes in poor structural condition requiring replacement/repair

inoperable angle stops or customer side ball valves

leaking angle stops or customer side ball valves

register retrofits

RFQ Highlights - Large Meter Installations Describe your procedures and experience for installation of Large (3” and above) water

meters.

For Large water meter installations, the City’s standard includes: bypass connection (where possible/required by customer), City valve, strainer, meter, check valve, test port, downstream customer valve, and bypass connection (where applicable).

For replacement and retrofits of Large water meters, the City desires the following components be installed to bring each location up to proposed new City standard:

1. Test port

2. Strainer

3. Check valve

City will ask selected Proposer to furnish and install the meter, test port, strainer, and check valve.

For purposes of the SOQ and the eventual RFP, Proposers are to assume each large meter is installed in a vault and the lay length inside the existing vault will accommodate all three components, similar to the photograph included in Appendix 3.

The City’s total Large water meter population is 239. Of that total, 47 are eligible for retrofit (in lieu of replacement).

Large Water Meter Installations

Large Water Meter Installations – no bypass

Meter Box Lid Details

Provide the product information (e.g. technical data sheet, schematic, and/or cut sheets), for proposed lids. Include photographs, dimensions, and weight of proposed equipment.

The City has numerous boxes, extensions, and lids from various manufacturers already installed throughout its service area as described in Section 5.2. Required product must be universal to allow for use with existing installed standard size product from other manufacturers.

City requires lids that are:

AMI compatible

“bee-resistant”

Do not have full penetration through holes (except for the endpoint antenna).

ADA compliant once installed.

Imprinted with “Oceanside Water”

City prefers that lids that are available in 10k and 20k (H-20) load ratings.

Submittal Requirements

SOQs must be received by 3:00 p.m. PST, November 26, 2019 . SOQs that do not

arrive by the specified date and time will be SUBJECT TO REJECTION. Proposers

may submit their SOQs any time prior to the above stated deadline; however, these

proposals will not be assessed until the deadline. The City will not be held

responsible for SOQ envelopes mishandled as a result of the envelope not being

properly prepared. Facsimile or telephone SOQs will NOT be considered.

Proposers shall limit the SOQ to a total of 50 pages excluding attachments and

appendices.

Oceanside requires SIX (6) hard copies of the qualifications package to be

submitted. In addition, ONE (1) electronic copy of the qualifications package shall

be submitted on a USB drive, which will be retained by the City. All electronic

documents submitted must be in a searchable and bookmarked .pdf file format,

with section headings. A filled-out, Microsoft Excel-format copy of Attachment 1

shall be included in the electronic submittal.

Proposers may propose additional options or “scope enhancements” above and

beyond the list of tasks/requirements if deemed beneficial to the Project. These

ideas/techniques shall be indicated separately from the base scope of work.

Schedule - Procurement

Proposed Procurement Timeline

Event Date

RFQ Release/Advertise 10/08/19

Pre-Submittal Conference – 2:00pm 10/22/19

Non-Disclosure Agreement Due 10/22/19

Proposer Questions due – 3:00pm 11/05/19

Response to Questions Sent 11/12/19

SOQs due – 3:00pm 11/26/19

RFQ Response Evaluation 12/02/19 – 12/19/19

Notification of Shortlisted Proposers and Issue Request for Cost Proposals

12/20/19

Interviews Week of 1/20/20

Costs Proposals due at conclusion of interview Week of 1/20/20

Notify of Proposer selected by staff 02/07/20

Contract Negotiations with selected Proposer/s and City February/March 2020

Staff recommendations presented to City Council for Award May/June 2020

AMI Project Kickoff June/July 2020

Schedule - Project

Proof of Concept – Alpha Phase

Involves the installation and testing of the full network infrastructure

(collectors, repeaters, etc.) for the entire City service area (City’s

preference);

installation and testing of meters and endpoints [approximately

200 (+/- 10 per meter read cycle x 17 cycles)];

the AMI Head-End software;

the MDMS software;

and the integration of meter data from the AMI Head-End to the MDMS.

It is anticipated that the meter and endpoint installations for the

Alpha phase will be performed by the City. The meter population

deployed will be representative of each meter size up to 2-inch.

The Alpha Phase is estimated to be completed in approximately 2-3

months, following the contract Notice to Proceed.

Proof of Concept – Beta Phase Involve the installation of up to 2,000 meters and endpoints by the installation

contractor.

Integration of the balance of system interfaces necessary for MDMS functionality to include integration with the CIS (i.e. proving “meter-to-bill” functionality), WaterSmart (the Customer Engagement Portal) and GIS where needed.

In addition, the meter installation Proposer will configure and test the WOMS integration to the CIS.

The Beta Deployment meter/endpoint install locations are expected to be geographically dispersed throughout the City’s service area and incorporate multiple sizes/types of meters (up to and including 10-inch ). Prospective locations will be representative of the variety of geographical terrain (hilly areas, canyons, flat areas, etc.) and proximity to network infrastructure. The City intends to finalize the Beta Deployment scope of work with the selected Proposer during contract negotiations.

This phase is estimated to begin following Alpha Deployment completion and be completed in a 6-month timeframe .

At the conclusion of the Beta Deployment Phase, all environments will be pointed to their respective PROD databases. All connections to either TRNG, TEST, DEV, etc. will have been redirected to PROD.

Full Deployment Phase

Before proceeding to Full Deployment, the City intends to give

authorization to proceed based on mutually agreed upon

acceptance criteria underlying the Alpha and Beta phase of the

deployment.

Criteria to be established during contract negotiations.

The Full Deployment phase of the project is expected to be

completed within approximately 24 months with the

installation contractor performing all installations.

Evaluation and Award Process

Request for Qualifications

Shortlist

Invitations to Interview and Submit Cost Proposal

Interviews

Cost Proposals

Selection

Negotiation

Award

Objective: evaluate and select the products and services that

meet the functional and business requirements for the City at the

best value.

References

Proposers shall provide a minimum of three (3) references from

similar projects performed for client utilities within the last

five (5) years.

City prefers references for water utilities of comparable size

and terrain to City (at least 20,000 service connections in a

challenging terrain) and same billing system as City (AUS CIS

Infinity Version 4, Build 56).

For Proposers of meter installation services, provide experience

and references for projects in which you performed installation

of Large water meters (3” meters and above).

The Evaluation Committee may contact references and/or

conduct site visits.

Evaluation and Award Process

Evaluation Categories Weight

SOQ Completeness 5%

Experience 25%

Product Maturity and Future Roadmap 25%

Technical Requirements 25%

Implementation Approach 15%

Level of Acceptance to the City’s Minimum Contract Terms and Conditions included in Attachment 3

5%

Thank you

Questions

Written questions regarding this RFQ shall be submitted

inquiries via email to Ari Elden, Project Manager, at

AElden@oceansideca.org and to John McKelvey, Senior

Management Analyst, at JMcKelvey@oceansideca.org at any

time up until 3:00 PM Pacific Time Tuesday, November 5,

2019.

Responses will be published via an addendum(s).

Site Visits

1. City Hall

2. Large Water Meter – near Joe’s Crab Shack

3. Harbor Headquarters

4. Wire Mountain Reservoir

Site Visit – Harbor Headquarters

Site Visit - Wire Mountain Reservoir