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00-0821_ADVANCED UTILLITY SYSTEMS_Request for Proposal �r49-493-1953 CITY (F SON JllliN CAP 359 P01/10 M7c"" lIId00 ft•LO ADEliNTO '.SAN A'AN C�H•114b.CA 926?s �i rLY•V1• E%Ar CO.tf!r C V X-LL (YADI'1D]•11]L 1•N,PII ISG &)�4a5154 1947)A_3,W3 tfW • 1731 MAI PAM • • lir,•vTV M:f VwI:VN•uy AUlg+tist 21, 8000 The Ciyy of San duan Capistrano, CA on behalf`of the Capistrano Valley Water District Request for Proposals Utility Billing System INTRODUCTION the City desires to acquire a comPtiltbAnakcUtility Silling system to replace an unstab_l highly patched,unsuppor a basad system. Vendors are invited to subml p►6posai information and cost quotations to the City of San duan Capistrano (City), California, for the provision of software, hardware,training,implementation,and software support services. The vendors were selected from a list of firms that have previously contacted the City, known vendors,responses to nollces anti an internet search. This AFP is being sent by s-mad, it available. The City raserves the right:o reloct allblds and issue another Request for Proposals. This AFP does not commit the City to reimburse vendors for proposal submission costs. to is an important consideration in this process,but not the only consideration, then factors wig include track record of successes at other municipalities or utilities. meeting the City's iequirements, and experience and qualifications of the firm and key personnel. Tho responses to the RFP will be evaluated by two City employees involved in the utility i1RVr.{l and an outside computer consultant. r;1TY BACKGROUND INFORMATION I'lie City and the adjacent water service area has a population of approximately 32,000. Tile Capistrano Valley Water District(CVWD) is operated by the City under agreement. CVWD Currently has 10,800 water service connections,with build out expected at 1.1,000 water services. CVWD bills morift foT water and sewer. I he City is in Orange County, Ca. mid-way between Los Angeles and San Diego, CA Specific intormatlon about the City may be Lound on their Web Site at k!WVr.SaninanCaolatr n _ ra. q Sun Jiurn Cailimrr nak Preserving the Pa.v In Enhance the Erma• 949-493-2053 CITY CF SW JUAN CAp 359 P02/le kr 23 100 cot 12 JPROPOSAL SUBMSSION Responses to this RFP should be mailed or e-mailed clearly marked: GAP'STRANO VALLEY WATER DISTRICT/CITY OF SJC "!JTILITY SILLING SYSTEM, RFP" ih4y are due on or before 5.-00 pm pacific(dst)on September 12. 2M to: Mx. Jim W iidner,Administrative Services Managet City of San Juan Capistrano 32450 Paseo Adelanto firm Juan Capistrano.CA 92875 ,;-e: :twi eZ(�sanivan�gistrano.ora Pro; sat submission wilt not be accepted by facsimile. All specific questions regarding the RFP should be directed in writing to Jim Widner via mail, by a-mad to:iwidner&as,n .s......r.t► o ora or fax at 94949'3-3955 on or before 2:tt0 pm on September 6th- Written responses to the questions will be posted on the City's web site at hftp!1yww sanivancaoistrano org by September 9th. A link will be placed on the homepage that directs the browser to a file containing the questions and City responses.A hard copy version of the questions and responses will be made available at City Nall 0(11006. General questions may be directed to Jim Widner at 1949- '87439-3. 49,^d'7 393. -NALUATION PROCESS AND SCHEDULE the selection process will be in two steps. In order to streamline the RFP responses a standard list of questions must be answered. Step one requires each vendor to /espond to the City's list of questions. Answers to these questions will be evaluated and weighted to determine which three vendors best most our needs. The second step will entail a mor lou aluation of the features of the vendor's software and will include demonstrate a software and assurances that the software will accommodate all the City's needs,including our rate structure Other items may be considered and we e m �-fh2atsetection r monstratians are completed, it is the City's desire to conduct software demonstrations with the vendors at ft City's offices or if irnpracticai at the Vendors office between September 26.2000 and October 13.2000. I"hr"finalists will be selected for demonstrations. The Cay is targeting completion of the evaluation by mid October,2000. System installation and implementation should bopin early in November 2000 with a target completion o1 December 1, 2000. 10 'd L02£989506 33N3QISaa `,NOM WU 9b: 60 03M 00-Ir-d3S Proposal Instructions: Pliase answer all the questions listed below. Please feel free to include pre-printed product literature regarding your system(s). Please indicate where in your pre-printed information any expansion of your answer to one of these questions may be found. Please provide one price quote for your Utility Billing system and a separate quotes for the training and conversion and Implementation costs. Please indicate the length of time over which your price quote applies. If enhancements are required to accommodate a specific task identified on Exhibit A, please identify the cost of such enhancement. Please identify when the application was first put into production, how many sites are using the application, and how many installations are in progress. This information will be held confidential within the scope of the Public Records laws of California. The following questions related to how your system meats our needs must be answered In the same order as presented. ttached is a list of Syste�uirements (Exhibit A) that the City considers v minimum requirements. Doe your software meet ALL these needs? If not, what items are not featur your standard software? 2. What database is used as the foundation of your system? 3, What networking protocol does your system operate on? Does system run on an Windows workstations or Novell? 4. Is your system a client/server application? S. is your system a Windows environment? 6. Remote Access-Does the system provide access by remote locations and/or by your support staff? 7. Schedule—Can you provide the resources required to install the system in a timely manner and according to the City's tentative schedule? 8. Ad Hoc Reporting—Does the system provide reporting tools for generating custom reports from system information? 9. Do you currently sponsor regular(Le.,quarterly)user group meetings? Where does the nearest (to the City) user group meet? 10.Do you provide system and user documentation manuals for each subsystem? 11.Training and Support—Do you provide detailed on-site training, documentation, and support? Is ongoing training and support available? Please state hours of live support availability. 12.Please specify how many staff-days of training you anticipate providing as part of your proposal. 13.If you are chosen as a finalist, are you willing to provide a live demo using the City's rate structure and budget based allocations as the sample? 14.Please provide a list of ALL municipalities or public utilities which use your system, along with names and phone numbers of responsible individuals who can be contacted. If there are some who can not be contacted tell us why. 15.As part of your proposal, please provide staff hourty rates for additional work or enhancements needed, should your fine be selected. 3 16.Can your firm meet the timelines outlined above, leading to the system being fully operational by December 1, 2000? 17.Please provide a profile of y ur firm,which indicates number of staff, years established, and key staff Vd how long they havWbeen with your firm, how long the software has been in se and the location of our offices. 18.Security—Does your system have password access,file recovery, record locking, and automatic backup procedures? 1 J.What is the Price for your Utility Billing Software that fully meets our needs. Break down the price in Standard software costs and any supplemental programming required to meet the City's specific needs. 20.What is the estimated costs of conversion. Final costs may be updated (adjusted) by up to 50%after a demo, but, before a firm is selected. 21. What are the estimated training costs? What are the actual training costs per day per pupil? Where would the training be conducted? 22.What are the annual maintenance, support costs? 23.What is your policy with regard to future enhancements and/or upgrades to your software? In other words, do we have to keep repurchasing your system? 24.Will you put the Source Code in Escrow? 25.A Performance Bond will be required of the successful bidder. What is the cost of this item? Attachments to this RFP: Exhibit A—Minimum requirements of Utility Billing System. (4 pages) Exhibit B—Sample Monthly Sales Report. (1 page) Exhibit C—Sample Water Bill. (1 page) Exhibit D—Rate Summary. (1 page) End- p:\admin\jim\billing\rfp2 Exhibit A — of RFP Capistrano Valley Water DistricUCity of SJC Utility Billing Software Requirements August 14, 2000 Here are the minimum features that are required of a replacement Utility Billing System. System - Must be designed around these general operational conditions: I. Designed to service 13,000 accounts for various utility billing services. R. Windows operating system. P. 10-12 total users with 5-6 simultaneous, constant users. 4. Record locking not table locking features. �. Backup and Restore features built into software. ¢ Offsite access to system for trouble shooting mandatory i.e. PCAnywhere �/. Designed or flexible enough to accommodate our rate structure. Features include water budgeting allocation system tied to each customers lot size, house size, the weather and the number of days in the billing period. 8. Database core so information can be utilized with the features of your system or Report Writers. Prefer a commonly used DB, with wide use, staying power and suppoT- 9. Current billing system—DOS based, Paradox 4.5 Database, Programs in Object PAL, runs on Windows 98 peer/peer network, 8-10 users (5-6 usually active simultaneously), 10,800 accounts, Table structure available, conversion of current database info to ASCII or DBase files is a feature available. All files including programs, tables, back-up tables and use history information occupy 3 gigabits of space. Consultant/Vendor Services is expected to: 1. Assist with Installation and testing Provide conversion assistance Provide training d. What Is the location of the nearest support 5. Have the capability of testing with a sample cycle on real CVWD data. ti. Provide On-line help and through, useful System and User documentation. F, atures required of the software: 1. Backflow system administration and notices and follow-up. ( Database tied to Customer Database, Maintenance History, notices, follow-up, standard reports, and a report writer for ad-hoc reports) 2. Billin software database must be linkable to our GIS system, which uses Ar c /iew and Au!2TaR2OOO. �— Water.-svwe—r.—g—ar—ba—g-e--a—nU other services to be used and functional. 4. Past due follow-up including Past Due Notices with the assessment of late charges. Door hangers and Shut off notices. Late charges must be assessable on each typ independently is. Water, sewer, other charges. 5. Standar Reports uilt into system and Report Writer capability to query Database. 6. Work order em for turn-on, shut-offs, maintenance, high-bills, etc. tied to account numbers and/or billing addresses. Would like work order system to I function for general work orders also, those not tied to customer accounting information i.e.broken mains, pump maintenance, leak in streets, etc. 7. Desire to maintain our current Account Numbers. If not possible what is structure and how would old vs. new be indexed and accessed during conversion period. Current account number structure is 7 digits long made up as follows: BBAAASS. (book, account,1equence.) A separate field containing the Cycle where each account is assigned. 8. Password protected by functions and user. i.e. Some can look;others can only access certain features. 9. Processing of Closing Bills with flexible routine for how often send, lower limits and follow up process for collection. 10.Ability to bill by Cycles progressively during the Month. 11.Feature Rich Database management and Report Writer capability. Customer Information requirements: 1. Look up by Name, address, account no, or meter no. 2. Notes specific to each account regarding arrangements or conversations. 3. Bill history maintained on-line for 3 years. 4. Meter use history maintained on-line for 3 years 5. Credit/payment history for 12 months i.e. current,delinquent, shut-off. 6. Move In dates and other changes in status dates. 7. Notes regarding arrangements to pay with follow up dates to trigger. S. Database must accommodate Phone numbers, lot size, house size, sub-division, parcel#, map xy locations and other static information about each account. 9. Rental property—Automatic tum-on in owners name when tenant turns-off. (if available as standard feature?) 10.Linking of turn-on and tum-off work orders by wanted date. 11.View Notes regarding an account online, when viewing standard AR info. 12.Last Bill Detail on line to include Tiered Bills as issued and Allocation History. (i.e. See what the customer is seeing.) Payment processing: 1. Automated payment entry. 2. Electronic payments (WEZY to us).—ACH processing capability. 3. Bar code reading capability to process payments 4. Batch file processing if a Lock Box is utilized. 5. Auto posting, real time, for Cash Register payments. 6. Multiple Users entering payments simultaneously. Security Deposits: 1. Automated processing upon payment 2. Apply to closing bills 3. Apply interest to deposits on hand. 4. Capability to apply to open accounts, if standard feature. Accounting: 1. Generate Journal Entries for use in GL system. Entries to be passed to Accounting System for each module of billing system, i.e. payments, billing, late charges, deposits. Prefer some automation of entry, but print out is acceptable choice. 2. Process adjustments. 2 3. Write-off process. 4, Collection follow-up routines. 5, Comprehensive month end report on use and sales by customer type, billed amounts and average rates charged. (See sample of current report—Exhibit B) Meter Maintenance and reading: 1, Meter repair history 2. Meter locations, # of dials, size, mfr. 3, Compound meter billing capabilities, not mandatory but, preferabie. 4, Billing system handle 'swaps"of meters and combines use of old and new meters. Meter Reading: 1. Interface with hand held reading devices, if needed. Not a current need. 2, Interface with outside company performing our meter reading, using batch files transmitted by modem or e-mail. CVWD contracts with another local utility to read most of our meters. 3. Built in reports and edit routines to process meter readings, tailored to our needs i.e.different highilow ranges for accounts by use pattems and alerts for problems. 4. Re-read listings produced by edit routines that show meter locations. 5, Ability to force an Estimated reading. Bills: 1. BIII by cycle during the month. 2. Standard stuff on bill ( reads, days covered, current due, past due, follow up dates) plus bar code address for Post Office, Bar Code stub for cash remittance processing, warnings for past dues. See sample of Bill—Exhibit C 3, Ability to add a note ( 3-4 lines long)to all customer, some customers based on selection criteria, specific note to a customer. 4, Ability to create duplicate bilis after initial bill has gone out. (updated for recent activity, such as adjustments or payments) 5. Ability to reprint bills if printer problems encountered. 6, Use history of last 13 months use and allocations. List acceptable but, prefer chart capability. See sample of bill. 7, Sort bills by multiples to one addressee together, then by zip, carrier route, etc. & Ability to send extra bill to different address or a 3n0 party. 9. Bills to show account activity for the past month. (Payments, adjustments, late fees, etc.) 10.Process past due notices and related tags based on our past due rules. (Ability to pull out some tags if not to be delivered, if standard feature.) I 1.Ability to set user defined parameters for delinquent follow up and assessment of late fees. 12.Pro-rate charges for short-term bills. Must Accommo a e CVWD rates:(Rate Schedule Summary Attached—Exhibit D) 1. Tiered rates ( 3 tiers now) for commodity charges 2, Water Budget Allocation based on lot size, house size, &weather, 3. Service charges by service size. 4. Sewer charges—flat monthly rates by class of customer. 5. Sewer charges—tied to water use for commercial customers. 6. Handle various discounts. End- p:\admin\jim\billing\rfpbiil 3 CAPINTI ANO VALI.SY WAT6l DISTRICT MONTHLY ANALYSIS OPSALLS J='m RUN: 15-AurN , • 8OF SERV. 80F USE AVG COMMODITY SERVICE WATER AVG PER AVGS SEWER TOTAL CUSTOMER USE CLASS a BILLED UMTS mf USE CHARGES CIIAAGES REVENUE cd WATER CHARM SALES PER U WT: PER 1Mf. REBID.-REGULAR LATS A 2,951 2,931 49,359 16.5 564,629 SIS260 $62,996 $13% 528.09 534,612 $117,501 RESID.•LARGE LOIS 8 3,572 3,575 134,274 31.3 173330 23.525 197.156 $1191 555.10 44.527 241 ASS MASTER METERED REBID C 17 1,406 9,594 6.6 11,996 1,0% 13,092 51.250 5930 13,646 26,731 RESID:MULTI wil61RR1G D 1,538 1,696 17,342 10.2 21,773 916M 31,761 61.255 $11.45 24727 52,101 RESIU:MULTI wlo IRR-Reg E 1,213 1,230 7,407 6.0 905 7,409 11,103 51.309 $13.91 14,883 31,986 RESID.-MULTI wlo IRR-High N 224 L21S 39 42 15.1 74.899 2.553 27,152 51.156 $2239 14.934 _ 42.406 Sob Tmal•RFBIDENTIAL 9.565 12,0811 236,541 19.6 $306.322 562,753 $369,074 51.293 $3033 S143J49 5512,423 PERSERME: PER SERVICE' LANDSCAPING F 427 %,75) 132.9 $723% $5,520 577,915 $1.276 $182.47 $0 $77,915 AGRICULTURE G 21 8,290 394.1 I'm 309 91154 $1.067 $531,89 62 9,215 COMMERCIAL H 423 37,865 19.6 46,977 4,816 31,793 SI14D 1122.44 28,160 $0,551 CONSTRUCTION 1 43 2,097 48.5 3,277 1,287 4564 $1.370 5106.15 1,564 NON POTABLE 1 63 4OA95 649.1 31,641 1,014 35,654 $0.547 $365.94 - 35,654 NOCIIARGE K 2 0 - 52 52 *DIV& $25.16 31 13 FILE SERVICE L 116 O - 31566 31566 ah 53D.76 - 3,561 CITY FARM WELL M 2 2,695 1,347.5 1,477 1,477 $0,541 5731.56 - 1,477 ADJUSTMENTS 1 01 1 1517 2,107 19 1.994 1 01101 1124 ` TotW 10,662 12,160 39"931 $475939 $79,2971 5513 51231 Iln.041 1 $727277 BUDGET ESTIMATES 6 35409 $08272 $78,032 $526,304 5 161,416 ACTUAL TO BUDGET 109.0% 106.2% 101.6% 1055% 102,2% Weighted Avenge oTwvmtlw bmd OuWom A1lowbo u USEBYTIER u -- PERCENT OF USE Regular Lou-cof 13.7 - CUSTOMER USE CLASS Tin I TIER It TIER BI TOTAL TIER 1 TIER R 1 TIER N. Large Lou 6t x111 R 3.69 REBID.-REGULAR LATS A 42,724 5,960 /7S 49,559 86.2% 12.OSt 1.8 Flom ALLOC T•hle: %afhd%p iietwitim RFSID.•LARGE LOTS 8 119,713 12,611 1,941 134,265 89.2% 9.4% 1.4%All um in Tial 80.1% 1543 MASTER METERED RESID C 9.294 300 0 9,594 96.9% 3.1% 0.0%Some use in Tie B 11.0% 1,923 REBID.-MULTI with HMO D 16,700 59S 14 17,342 96.3% 3,1% 0.3%Same tae is iia N 19% 206 RES1134AULTl w/o BTR-Res E 6,475 739 193 IA07 $7.4 (0.OY. 2.6% 10,672 RESIO.•MULTI wb IRR-Hid N 13,320 4,603 440 15,365 72.5% 25.1% 2.40/Same min Tie; 199% LANDSCAPING F 52,679 3,517 624 56,820 92-7% 6.2% 1.1 Weighted Average 9 of billing day io Mo, 30.6 AGRICULTURE G 6,553 1,737 0 8,290 79A% 21.0% 0.0%Nomnliad Seim-of(304 dry Mo.) 394,534 COMMERCIAL H 37,6$3 0 0 37,865 100.0% 0.0% 0. Puma of EN,m44• 106.4 CONSTRUCTION 1 2,067 0 0 2A97 190.0% 0.0% D of Delinquent Nod= 397 3. NOW POTABLE 1 36,760 3,183 952 40,895 99.9% 7.96 2_3 of Red T•p 194 L NOCHARGE K 0 0 0 0 CDIVID! iDIVAI 11INVO 8 of Deli•goam lbat-oft 46 0.41 FIRE SERVICE L 0 0 0 0 - Lee Chat o&,A '.LC S IJ23 22 CITY f ARM WELL M 2,695 0 0 2,695 100.0% OAK 0. Momb cad Active customers10592 ADJUSTMENTS 161 464 619 1.547 30.0% 300% 40. Momh and Io"w customers 2n -TOTALS- 347349 33,704 SA98 394751 89.9% 1.7% 1.s• oud Cufames Mev.Coemclim) 10901 Pw•Yy Revmtm S 10,718 5 7.397 p CIP I•eaocoul Rev.Comm.Cbp:i S 3,447 5 620 S 155 LS 1222 ICIP Say. 5 I,1 S6 WA n 1e*000feevew �� ®� Sam��: STATEMENT �^ See Awa C"kh aar a 55675 #0/4ss-1515 neo fii owo on wcs tR48;:: SIIIFMP1 pp : TO 45097&1 rfhmwm 8/14 00 7/12/00 a/lo/oo AAETER R"ft r[ON • W ' m EAns N YAb 22928846 783 736 47 29 35156 )busA SSE�q�t!givO.RaA 6zA: 2 47 st,-flt;iia¢ 7/10/m0 21.b.10 8/110/2000 -128.53 6ate Charge 7/27/2000 4.07 9111ed Allocation IIse-ect Aug 00 36 47 Jul 00 40 50 Arevious Charges: 91.64 %T=, 00 36 36 ,Pay by 8/22/2000 to avoid .& late charge. aw 00. 34 30 PAT a4- 9/05/2000 To AYC1'D A' MW OFF. Apr 00 29 27 Tier 1 usages 36 •, $1.25 45.00 mar 00 16 13 Tier 2 usage: 11 Is.V..59• 17.49 Fab 00 16 22 Jan 00 19 35 Nater 0arvice Char"A1006.27 Dec 99 19 38 Sewer Charges: 15.40 Nov 99 24 45 Oct 99 25 50 sop 99 34 60 Current , Dae 8y: 9/11/00 84.16 Aug 99 37 53 TOTRLDUE > $175.s0 (SEE RIVOW SIDE roe WORMT riON1 RYM.Ae)P AND PNOAn MA1MiRS) Recount Number: 4509701 PLERSE RETI AN THIS PORTION WITH YOUR PAYMENT 8/14/2000 7 8 Note Area Ssr*e Address: 259/ CALLS ASPMO pld45E ENTEtIfMAOUNT PAD > w f eRtv{asewtisEEa T�•.•6 Y lBMIMtIN oMRertasegss > 84.16 . sM j s.ErJM�a er...:a 9"79 1elins•fsis Pti�sEPpvTHs,wquR,r> CWKS MW RE A&%* PRMKE TO'Cn OR SIC 259; CALLA AS 12.0 SAN JUAN CAVISTRANO, CA 92675 3906 . �D (;ACISSKAPIV VALL!':Y �'rAi Rates •Agoeadom Wwd t:as at 7/1/2000 7112W Now A REGULAR LOT 5125 f19f 53.65 A.Indoor @ 9+Standard Ottdosr B LARGE LOT Sim nm SL65 B-indoor®9+Oardoer by SQ FT C MABTER METFMW RESIDENTA SI.S5 Sim St.65 C-Indoor ®6+Outdoor by SQ FT D MUL77 WITH OWN IRR S125 am 57,66 D-Radnor 0"Strndord Outdoor(110 Unit) E MULTI W/O HER• Sim 3759 32AS E-Indoor only A 9(1 d Units) N MUL77 WIO IRR 5125 $1.59 Sib! N-Indoor ody 4112(:0 Units) F LAMCAPE 8125 Sim 52.66 F-Outdoor M SQ FT G AG SIA] 51.31 IG-Outdoor by SQ FT +Indoor. H COMMERCIAL 5125 N/A WA Tier l-AS eredit of S24 per rd I CONSTRUCTION Sim WA WA J NON-POTABLE SQ82 $1.03 SL71 J-Outdoor by SQ FT K O CHARGE 50.00 WA NIA L IFUMPM 51.59 NIA NIA M h3n FARM(BOled in 1,000 Gd) Sll-WI I NIA PUA M41 near cet) A W. M27 R t" 5427 C D 2^ 613.71 $ 3'• SHA7 F 4" S6:L" G 6" $123.63 H w S10L72 I MMC.FLAT RATE USE 515.50 n tam J7 MOBILE HOMES L627 per let K JUMPER 5637 L FIRELIN$ 531.47 SCONSTRUCTION 536.72 (Le.0.22 dry) T O CHARGE.MULTI arm SBd9 PIs i L Ca�Ootod se4sr DISC DISCOUNT-CITY TREES M.Ml -Sed SERV DISCOUNT-SHAREDSERVICE MSMI -PWRM A No SJC SEWER 7SIL00 B Nd mod C RESIDENTIAL PER UNIT WINNOW sub) D MULTI-RESIDENTIALTER UNIT(dnndti od(e E COMMEiICIAL •Njow*ru me sS15.0 F POOLSMALL 0,10 d0 G POOL-LARGE 120.W1-0 !SA! H FLAT-AMBUEHL F26AD 111 t> StJ0 1 FLAT-CAPD SCH S2U5.75 J FLAT-MARCO 5259.50 K FLATS3 ELEM 5143M L FLAT-CV CHURCH S27S.50 M FLAT-ST MARG $164.15 N FLAT-NAZARENE AISM P Not Used MOBN-E ROMPS 51000 PER UNIT Rllm`�TE'A7 UORA1F9J03