RFP - hmlp.com · Web viewJoan Griffin, Business Manager (781)-749-8315 Ext 12. Joseph Gozzo,...

Hingham Municipal Lighting Plant

Request for Proposal #111104 for Bid Opening: 12/17/2004

Customer Information and Billing System

November 8, 2004

Hingham Municipal Lighting Plant RFP#111104 Table of Contents

Table of Contents

I. INTRODUCTION................................................................................................................................................

A. Purpose of RFP...............................................................................................................................................B. Proposal Scope...............................................................................................................................................C. Schedule of Activities.....................................................................................................................................D. Department Background.................................................................................................................................E. Current Operating Environment......................................................................................................................

II. PROPOSAL CONDITIONS.............................................................................................................................

A. Proposal Due Date and Addressee...................................................................................................................B. Contacts..........................................................................................................................................................C. Proposal Format..............................................................................................................................................D. Evaluation Criteria.........................................................................................................................................E. Terms and Conditions.....................................................................................................................................

III. VENDOR INFORMATION............................................................................................................................

IV. TECHNICAL REQUIREMENTS...................................................................................................................

V. APPLICATION REQUIREMENTS.................................................................................................................

VI. INVESTMENT CONSIDERATIONS.............................................................................................................

VII. IMPLEMENTATION SCHEDULE (BAR CHART FORMAT)..............................................................16

VIII. REFERENCES.......................................................................................................................................... 17

IX. PRICE/ PAYMENT SCHEDULE......................................................................................................18

X. APPENDIX.................................................................................................................................................... 19

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Hingham Municipal Lighting Plant Introduction

I. Introduction

A. Purpose of RFPThe Hingham Municipal Lighting Plant (“HMLP”) is in the process of selecting software and the associated computer hardware for a customer information and billing system (“CIS”) and the following related modules:

Customer Information Service Information Service Orders Equipment Meter Reading Rates Billing Cash Receipting Credit and Collections

B. Proposal ScopeThe vendor is to provide a proposal that encompasses the following:

1. Vendor capabilities

2. Systems software and hardware technical configuration

3. Applications software features and functions

4. Design/development of modifications to application software or identification of recommended third party software to meet gaps in required functionality

5. Implementation assistance/training

6. On-going support

Estimated costs associated with each of the above items must be included in the proposal.

C. Schedule of ActivitiesThe following schedule outlines the approximate time frame of the selection process. The schedule, except for the deadline for receiving proposals, is subject to change. The HMLP may also deem some of the activities to be unnecessary and may choose not to conduct some or all of the activities listed below:

1. Issue Request for Proposal November 8, 20042. Proposal due date and Bid opening December 17, 20043. Vendor demonstrations January 10 to January 14, 20054. Final selection process January 17, 20055. Implementation commencement February 7, 2005

D. Department BackgroundThe Hingham Municipal Lighting Plant (“the HMLP”) has been a department of the Township of Hingham, Massachusetts delivering electricity to the town since 1894. The HMLP serves approximately 11,000 customers

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Hingham Municipal Lighting Plant Introduction

through the operation of a transmission and distribution facility. The operations are overseen by a Board of Commissioners and an appointed General Manager.

The HMLP is committed to improving their operations. With the purchase of a new CIS package, the HMLP is seeking to retain customer and service information in one central database that will be more easily accessible to users with the configurability to be maintained and updated in-house with vendor assistance. Users must have the flexibility to extract data and analyses from the system including identifying the largest users within a rate class, conducting “what-if” rate scenarios, and providing sales, budget and variance information. The information must be provided in an easy-to-read graphical and text format on the screen and in print.

In addition, HMLP is seeking to reduce the manual transactions that currently drive the customer information and billing process through implementation of automated service orders and scheduling and eventually automated meter reading, an automated work order system and mobile access to the CIS. For its customers, HMLP will expand payment options through the use of off-site agents, the Internet, and Interactive Voice Response lines. In the future, HMLP anticipated customer service will operate as a “call center” which will require the CIS to interface with a telephone system to utilize ANI to retrieve customer data automatically.

E. Current Operating Environment

a) Hardware

Currently, the HMLP’s customer and service information is stored on a central server system. The HMLP will consider the purchase of a new operating system for the CIS.

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Hingham Municipal Lighting Plant Proposal Conditions

II. Proposal Conditions

A. Proposal Due Date and Addressee

Mail three (3) printed copies and one (1) electronic copy of the proposal to:

Hingham Municipal Lighting Plant (Town Hall Main Office)222 Central StreetHingham, MA 02043-2745

Email: [email protected]

Proposals must be received by 12:00 Noon on Friday, December 17, 2004.

B. ContactsPlease direct all inquires for additional information or clarification to the following individual:

Joan Griffin, Business Manager (781)-749-8315 Ext 12Joseph Gozzo, Asst General Manager (781)-749-8315 Ext 21

We recognize that there may be a need for further information about HMLP and their requirements. The above named contacts will attempt to ensure that adequate resources are made available to respond to requests for additional information. Questions posed and our responses may be distributed to all responding vendors.

C. Proposal FormatAll proposals should follow the format provided. Responses will be reviewed for completeness prior to detailed evaluation. Please note that both a hard copy and diskette (MS Word and Excel ) of the Request for Proposals have been provided. The proposal should be submitted in both hard copy and diskette format.

The vendor’s Transmittal Letter must be signed by an individual who is authorized to bind the vendor(s) contractually.

The vendor must specify how long product and service pricing will be valid (a minimum of 90 days will be required).

The vendor response should include the following information in the order indicated:

1. Application Requirements - Response to questions in

Section III Vendor Information,

Section IV Technical Requirements,

Section V Application Requirements,

Section VI Investment Considerations

Section VII Project Implementation Schedule (Bar Chart Format)

Section VIII. References

Section IX Cost/ Payment Schedule

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2. Appendix - Product information such as brochures, demo diskettes, course catalogs and other material that contributes value to the response document. Vendor shall also provide sample of default Bill formats.

D. Evaluation CriteriaThe following are the criteria that will be used in evaluating the vendors:

Ability to meet requirements stated in the RFP

Installation ease, system adaptability to change and expandability

References

Vendor’s understanding of the system and business requirements as reflected in the RFP responses

Cost: initial and on-going

Vendor qualifications and financial stability

Vendor software demonstrations

Implementation services including application training, conversion assistance, etc.

Support services including maintenance, new releases, hot lines and responsiveness

Note: All bids will be opened publicly on Friday, December 17, 2004 at 12:00 Noon at the Hingham Town Hall. Actual room to be determined prior to bid opening.

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E. Terms and ConditionsThe following are terms and conditions to which the vendor must adhere:

1. All vendors will be required to submit a bid bond of 10% of the proposed costs. Each proposal shall be accompanied by a certified or cashiers check payable to the order of the Hingham Municipal Lighting Plant for a sum not less than 10% of the total amount of bid. In lieu of a check, a bid bond may be submitted in an amount not less than 10% of the total amount of bid. A performance bond of 100% of bid proposal will be required of the selected vendor.

2. The vendor must keep the HMLP’s information, both published and unpublished, confidential and not disclose such information or make it available to third parties.

3. Proposals must be signed by an officer of the vendor company capable of binding the offer.

4. Bids will stay open for a period of ninety (90) days from the response due date.

5. This RFP does not commit the HMLP to pay any costs incurred by the vendor in preparing or submitting the proposal.

6. The vendor’s proposal response will become part of the contractual agreement between the HMLP and the selected vendor(s).

7. The vendor will assume all costs it incurs in providing a demonstration and in providing any additional information required by the HMLP to facilitate the evaluation process.

8. Information in the vendor proposal with “Return Materials Requested” will be returned to the vendor at the end of the selection process. Unless otherwise specified, all materials received in the vendor’s response or as part of the demonstrations are considered the property of the HMLP and will not be returned.

9. The HMLP reserves the right to discontinue the selection process at any time, and makes no commitments, implied or otherwise, that this process will result in a business transaction with one or more vendors.

10. The Hingham Municipal Lighting Plant reserves the right to reject any and all bids, to waive informalities and minor irregularities in bids received, and also to accept any bid in total or in part but not necessarily the lowest bid, if it is deemed to be in the best interests of the Hingham Municipal Lighting Plant to do so.

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Hingham Municipal Lighting Plant Vendor Information

III. Vendor InformationPlease respond to the following questions as follows:

Yes

Text - This is applicable to specific questions e.g. “What is your procedure for releasing new software?”

No

1 General Information:1 How many years have you been in the Customer information

System software business?2 When did the business commence:

1 Locally?2 Internationally?

3 Provide the number of live installations of the software's current version at:Municipal electric companies with less than 25,000 customers?Other?

4 Provide examples of your standard contractual agreements for:1 Training?2 Software support?3 Maintenance?4 Warranty terms?

5 Are you willing to provide evidence of financial viability including:1 Dunn and Bradstreet number?2 Bank references?3 Other?

2 Product profile:1 What is the name of your proposed software?2 What is the current version number/name for your proposed software?3 What is the date of the first release of this software?4 What is the number of live package implementation sites for the proposed

version?5 What is the number of live package implementation sites for the

proposed version at utilities including:1 Electric?2 Municipal electric?3 Customer base?

4 Technical environment?1 Platform?2 Operating system?3 Database?

5 What is the number of personnel dedicated to:1 Development?2 User support?3 Technical support?4 Market/sales?5 Percent of personnel who are permanent?6 Percent of personnel who are contractors?

6 What is your procedure for releasing new software versions (e.g. frequency, cost

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etc.)?7 What is your procedure to inform customers about new releases?8 What is the planned release date of your next version?9 What enhancements are currently planned for your next version?10 Do you include in the base price of your product:

1 At least one new release containing all enhancements?2 All updates and enhancements for a full year?

11 Is custom programming available?1 At what cost?

12 Do you have or supply: 1 A research development department?2 An application generator (programming aids) for extensions?

13 What is your procedure for processing enhancement requests? 14 What is your method of establishing priorities and scheduling enhancements?

3 Support commitment and maintenance:1 Do you provide on-site support?2 What is the average response time for problem resolution (in hours)?

1 On-site at the customer?2 Is toll free support provided?3 What hours is support available?4 What days of the week is support available?

3 Is there a user group?1 How often do they meet (times per year)?2 Is there a group newsletter? Are there regional User Group Meetings?3 How are user group recommendations implemented?

4 Is on-site conversion assistance available?1 What is the average hourly rate?

5 Is support continued if enhancements are not implemented?6 How long are old software releases supported after new ones are implemented?7 Is installation assistance provided for system updates?8 Is installation support included in the cost of the software package?9 Do you provide on-line diagnostics?

10 What are the standard maintenance terms during warranty?1 Does the warranty cover at least one year?2 Is the contract offered annually at the end of warranty period? 3 Does the warranty include remote support?4 What is the average price of the warranty?

11 Is a separate maintenance contract available after the expiration of the warranty?1 Are new software releases included?2 Is on-site technical assistance included?3 What is the average price of your maintenance contract?

12 Does your company offer integrated:1 Accounting package?2 HR/Payroll?3 Identify and interface with other packages?

13 What network requirements are necessary?1 Communications protocol?2 TCPIP?

4 Installation/testing/implementation:1 For implementation, do you:

1 Provide project management?

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2 Work in conjunction with the client?3 Work with an outside vendor of implementation services?

2 Do you take responsibility for installing:1 Hardware?2 Networks?3 Terminals?4 Printers?5 Operating system?

3 For defined interfaces, will you:1 Develop an interface methodology?2 Test all developed interfaces?3 Install the interface programs?

4 For testing the application, will you:1 Provide a test plan?2 Identify additions and deletions to the production system (after

modification)?3 Create test input data?4 Prepare valid test results prior to testing?5 Run tests with valid and invalid data?6 Assume responsibility for satisfactory completion of:

1 Unit testing?2 Integration Testing?3 Final Acceptance Testing?

5 What is your methodology for migrating from a test to production environment?What kind of facilities and administrative support is required?

6 For conversion, will you:1 Identify data to be converted?2 Develop conversion methodology?3 Prepare conversion specifications?4 Design necessary file formats?5 Test file conversion programs?6 Install conversion programs in production?

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Hingham Municipal Lighting Plant Technical Requirements

IV. Technical Requirements

Please respond to the following questions as follows:

Yes

Text - This is applicable to specific questions e.g. “What is your procedure for releasing new software?”

No

1 N/A1 N/A

2 Does the system provide for soft-coded literals on:1 Screens?2 Reports?

3 Does the system provide for the selection and transmission of reports to departmental computers?

4 Does the system provide capabilities for screen images to be printed in departments?

5 Does the system allow reports to be produced in the following media:1 On-line?2 Fiche?3 Tape?4 PC floppy disk?5 Integrated with e-mail?6 CD Rom?

6 Does the system provide report line and column specifications?7 Does the system process multiple reports on one pass of the data?8 Does the system allow users to request report generation in both on-line and batch

modes?9 Does the system enable the user to generate a list of files to be uploaded or downloaded? 10 Does the system provide upload and download capabilities to personal computers?

1 What output/input file formats (excel, Lotus, Ascii)11 Does systems documentation include:

1 Graphic overview of the system, (e.g., data flow diagrams, flow charts)?2 System narrative?3 File layouts?4 Data element tables (data dictionary)?5 Data code tables?6 Decision tables?7 Logic code tables?8 Sample reports?9 Input record layouts?10 Edit tables?11 Screen formats?12 Output record layouts13 Program listings and descriptions?14 Copy members?15 Program/copy member cross reference?16 Program/module cross reference?17 Logical data model?18 Physical data model?

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19 List and description of all system files?12 Does operations documentation include:

1 Job narrative?2 Job flowcharts?3 Job inputs/outputs?4 Core memory requirements?5 Estimated run times?6 Data entry instructions?7 Data entry formats?8 Job dependencies?9 Step narratives?10 Step flowcharts?11 Step inputs/outputs?12 Append message lists?13 Restart/recovery procedures?14 Disaster recovery procedures?15 JCL listings?16 Control setup instructions?17 Disk space in proportion to number of customers?18 Number of tape mounts?19 CPU usage?20 Start-up/shut down procedures?

13 Does user documentation include:1 Graphic overview of the system?2 System narrative?3 Input procedures?4 Sample input documents?5 Input document description?6 Data element dictionary?7 Data code lists?8 Edit tables?9 Error message list?10 Error correction procedures?11 Sample reports?12 Report descriptions?13 Glossary of terms?14 Special output forms?15 Documentation for each screen?16 Screen flow diagrams?17 Interface descriptions?18 Is this documentation on-line?

14 Does the system provide documentation at two levels:1 A summary level which contains executive summary and overviews of each functional area? 2 Detailed user procedures?

15 Does the system provide the following for each data element:1 Definition? 2 Field name? 3 Length? 4 Data type? 5 Domain? 6 Where used?

16 Does the system provide the ability to:

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1 Add data elements? 2 Control assignment of codes? 3 Add descriptive titles for each element in an interactive data dictionary?

17 Does the system identify production programs to distinguish them from superseded ortest versions?

18 Is test data supplied for system installation?19 Does the system contain an on-line index by name and number for:

1 Screens?2 Reports?3 Processes?

20 Does the system provide screen design capabilities for:1 End users?2 DP professionals?

21 Is the system menu driven?22 Does the system allow operators to easily override the standard "chain" of screens?23 Does the system allow operators to sign off the system without returning to the

main menu?24 Does the system provide an on-line help function?

1 Can this be embellished by user?25 Is the on-line help facility context sensitive?26 Does the system allow for decentralized real-time data entry?27 Does the system provide:

1 A formal job scheduling system?2 A means to compare actual to scheduled processing?

28 Does the system provide consistent function keys which are programmed for standardfunctions (e.g., paging forward to backward, returning to the menu, saving screen images,printing screens)?

29 Does the system provide the ability to support an unlimited number of terminals or printers?1 If not, what are the limitations?

30 Does the system provide the ability to utilize wild card data searches?31 Does the system provide for phonetic indexing (e.g., sounded) in searches?32 Does the system permit on-line inquiry while batch processing is occurring?33 Does the system allow for on-line preview of reports with:

1 Selective printing of reports?2 Deletion without printing?3 Print report to screen?

34 Does the system provide for system-wide messages to be sent to terminals?35 Does the system permit message notification (e.g., e-mail) when:

1 Logging on? Can you disconnect users?2 During normal usage?

36 What conversion aids are available to assist in:1 Data conversion?2 System installation?3 System testing?

37 How does the system provide for reserved data elements which can be defined later?

38 How does the system provide the ability to:1 Rebuild files or tables?

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2 Purge files or tables?3 Correct files or tables?

39 What is the average on-line response time guaranteed for 95% of transactions?40 If on-line inquiry is permitted during batch processing, how is response time

affected?41 Provide the following information for each hardware platform which support your

software:1 Vendor?2 CPU model?3 Operating system?4 Database?

42 Is the software Internet/Internet enabled?43 Is client server architecture supported?44 Can the database be distributed and replicated between servers?45 Is the system able to print multiple screens on 1 page?46 Does your system provide the capability for user to partially enter information

duringquery and receive matching options?

47 Does the system have the capability to scroll through screens?48 Does your system have an open SQL database?

1 With ability to mirror data to and from other software?49 Does the system support imaging ?50 Does the system have a GUI interface?51 Does the system provide or escrow source code?52 Does the system support the Frieden Alcatel inserter for insert selection?53 Does the system interface with Voice Response system?

1 Have an integrated voice response module?54 Does the system interface with mapping software?

1 Have an integrated mapping module?55 Does the system integrate with telephone system to utilize ANI

and retrieve customer data automatically?56 How many additional customers can the system (and proposed hardware) support ?

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Hingham Municipal Lighting Plant Application Requirements

V.Application RequirementsHMLP recognizes that it has developed a comprehensive list of requirements that may be met by vendors in their customer information and billing packages or through additional modules. Vendors are requested to identify the following information for each module:

Module included in a CIS package

Module provided by the vendor, but not in a CIS package

Module not provided by the vendor

Customer InformationService InformationService OrdersEquipmentMeter ReadingRatesBillingCash ReceiptingCredit and Collections

HMLP has identified fifteen requirements that are critical to their future CIS functionality. Please respond to the following questions with a YES or NO indicating whether your proposed solution is able to fulfill this requirement:

Yes or No1. Is your package scaleable to a utility with 11,000 customers?2. Does the system have the ability to utilize different discount dates?3. Is the software Internet/Intranet enabled?4. Is customer and service information maintained for multiple services (including non-electric)?5. Does the system have the capability to interface with a mobile data terminal?6. Does the system automate the service and work order process?7. Does the system track equipment? Meters? Transformers? Poles? Streetlights?8. Does the system interface with automatic meter reading systems?9. Does the system provide a meter reading route/sequence/scheduling?10. Does the system allow for multiple discounts?11. Does the system have the capability to run "what-if" rate scenarios?12. Does the system provide billing capabilities for multiple services (including non-electric)?13. Does the system have the capability to generate summary bills?14. Is the system able to accept customer’s payments through multiple methods? EFT, Agents, Internet?15. Does the system analyze the effectiveness of internal and external collections?

Vendors are required to respond to the requirements attached in “Appendix A: CIS Requirements” as follows:

Y Yes - The specified feature or function, as described or stated, is both operational and smoothly integrated in your proposed solution.

YC Yes, with conditions – The specified feature of function, as described or stated, is operational in your proposed solution, but it is not smoothly integrated (i.e., may require a significant number of keystrokes or screens to execute).

... Text - appropriate for certain responses only. (e.g. -What is your methodology for migrating from a test to production environment?)

RW Report Writer - This feature is available through a report writer. A report writer is defined as a report-

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Hingham Municipal Lighting Plant Application Requirements

generating tool that can be operated by a user. The skill level should be equal to operating a standard spreadsheet or word processing package.

C Change - A change or modification to the standard system hardware or software will accommodate this need/feature. Any “C” requires a complete explanation of the necessary change with the full impact on all modules or functions described.

E Enhancement - This feature is not currently provided, but is to be provided in the next release of the software. Indicate the official release date of the software enhancement. The official release should be within the next year. If it will not be available within that time frame, the response should be an “N.”

N No - The specified feature or function, as described or stated, is not contained or supported by your proposed solution.

NT No, but relationship with third party software vendor exists and an add- on can be recommended or provided.

Include any additional and relevant notes, explanations, or comments regardless of the response. If such comment requires additional space, indicate “See attached” and provide the direct cross reference where the comment is found.

Special Note: The requirements as set forth in this RFP are stated in question format. Each question represents a CIS functional requirement of the HMLP and vendors will be judged on their ability to fulfill these requirements.

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VI. Investment Considerations

List in detail and summary the costs of obtaining and utilizing the system(s) described in the proposal. Please include initial costs as well as on-going costs over the next three to five years for each of the following items for the HMLP with 11,000 customers and ten (10) concurrent users:

Application software fee by module

System software fee for operating system, database, application development tools, etc.

Report Writer fee

Hardware costs itemized by piece/type of equipment

Training costs

Data conversion costs

Custom modification costs

Third-party add-on costs

Other implementation assistance costs

Miscellaneous other costs

Annual maintenance fees

Discuss what is included in the fee and the cost of adding concurrent users.

Provide a schedule of fees charged for programming, consulting and other services.

Provide a sample copy of your license agreement.

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VII. Implementation Schedule (Bar Chart Format)Vendor shall provide a detailed schedule by phase of the complete implementation schedule for the proposed

system. The schedule should entail enough detail to identify the start and completion of the following milestones including but not limited to:

- Overall Project Start and Completion Dates

- Data Field Specification Requirements

- Training

- Conversion

- Start Installation of Software

- Paralleling the existing system

- Operational testing during Parallel operation

- Live Operation/ Billing System

- Testing of System

- Customer Acceptance of System

The schedule should be provided on 8 ½" x 11" format for easy viewing. All aspects of the project should be considered when providing this information.

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VIII. References

The software vendor should provide a complete list of current clients and a minimum of three (3) organizations (one within New England and all three preferably municipal electric companies) who are using the system being proposed and who can be contacted for reference purposes. The following information should be included:

1. Organization:

Location:

Contact Person:

Contact’s Title:

Contact’s Phone Number:

Short system description (what installed, when, etc.):

2. Organization:

Location:

Contact Person:

Contact’s Title:



3. Organization:

Location:

Contact Person:

Contact’s Title:



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IX. Price/ Payment ScheduleVendor shall provide detailed list of all costs associated with the software and the associated computer hardware for a complete customer information and billing system (“CIS”) and the following related modules:

Customer Information Service Information Service Orders Equipment Meter Reading Rates Billing Cash Receipting Credit and Collections

Please provide your costs by module and broken out in a manner which will enable evaluation of your proposal. Please be sure to provide a separate line item for your performance bond and a separate line item for your payment bond.

Note: Vendor to provide (2) envelopes formatted as follows. The vendor response should include the following information as shown.

1. Envelope#1 Technical Envelope

Section III Vendor Information,

Section IV Technical Requirements,

Section V Application Requirements,

Section VI Investment Considerations

Section VII Project Implementation Schedule (Bar Chart Format)

Section VIII. References

2. Envelope#2 Pricing/Payment Envelope

Section IX Cost/ Payment Schedule

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X. Appendix

A: CIS Requirements (see attached Excel spreadsheet)

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RFP - hmlp.com · Web viewJoan Griffin, Business Manager (781)-749-8315 Ext 12. Joseph Gozzo,...

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Transcript of RFP - hmlp.com · Web viewJoan Griffin, Business Manager (781)-749-8315 Ext 12. Joseph Gozzo,...