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HomeMy WebLinkAboutRFP for Kittitas County Water Mitigation and Metering Program 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ KITTITAS COUNTY REQUEST FOR PROPOSALS WATER METERS, METER READING EQUIPMENT, AND SOFTWARE Background: Since June 2, 2014, mitigation is required for all new uses of ground water in Kittitas County. Mitigation may include obtaining a portion of a senior (pre-1905) water right appropriate to offset the new ground water withdrawal. Kittitas County (County) has offered water mitigation through a County-owned and operated water bank since December 2, 2015. All customers that have purchased mitigation through the Kittitas County Water Bank have been required to be metered and monitored through the Kittitas County Water Metering program and reported to Washington State Department of Ecology (Ecology). The Kittitas County Water Mitigation and Metering program will soon expand to read, monitor and report ALL new uses of water in Kittitas County, not just the uses from the Kittitas County Water Bank. The Washington State Legislature required Ecology to implement a metering Pilot Program in 2018 for all new domestic (residential) water use in Kittitas County Washington. The new legislation requires the Pilot Program to run until December, 2027. This Pilot Program will be administered by Kittitas County through an Interagency Agreement between the County and Ecology. Since December 2, 2015, the homeowner has been required to pay for the meter and installation costs. Under the Pilot Project all meters and installation costs will be paid for by the State. At the end of the Pilot Project, Ecology will make recommendations to the legislature regarding the expansion of metering to other areas of the state. Objectives: Kittitas County is seeking proposals for the purchase of water meters, meter reading/programming equipment, and software to facilitate the County’s meter reading and enforcement activities. The proposal must address the cost of the water meter reading/programming equipment and software and the following capabilities and/or functions: 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ Meters/Meter Manufacturer Specifications:  Meet American Water Works Association (AWWA) accuracy standards  Be single jet type capable of measuring flow rates in the range of .0625 gpm to 30 gpm  Meet or exceed the standards for single jet meters per the AWWA C712 publication  Meter Manufacturer must be certified, or in the pro cess of being certified , as meeting ISO 9001 2000 standards Electronic Register Specifications:  Battery life must be warranted in full for 10 years  All registers must be Automatic Meter Reading (AMR) compatible through industry- standard 3-wire and 2-wire outputs  All registers must read volume in gallons and flow rate in gallons per minute (gpm)  All registers must be compatible with existing installed meters (Badger)  All registers must have a data log interval between 5 and 60 minutes o A small log interval (i.e., 5 minutes) is preferred in order to better capture peak flow information and provide better leak detection resolution  All registers must have the following configurable water consumption data functions: Leak detection, high usage, zero usage, and backflow detection  All registers must have an external antenna port  All registers must be able to be read manually in cases where cellular data service is not available Software Specifications:  Software must be hosted on a web-based network platform accessible by multiple parties with user- assigned credentials  Software must have a customer interface available  Software must have customizable features ( ex: individual daily limits)  Software must have extensive reporting capabilities  Software must have extensive search capabilities  Software must accommodate multiple years of storage  Software must have configurable dashboard  Software must have meter location identification capabilities 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ Scope: Kittitas County is issuing this RFP to qualified, experienced contractors who will furnish all materials, equipment, training, Advanced Metering Analytics (AMA) software, and other services if needed. Existing Meters: The County is expecting that approximately 25 meters will need to be retrofitted or replaced that have been installed per the County’s current water meter specifications. Estimated new meters per year: The County is expecting approximately 100 new meters per year during the period of the Pilot Program. Meter size: The majority of the existing meters are 5/8’ x 3/4” Badger Meter Co. Recordall Meters. Future meters will likely be 5/8”, but other sizes such as ¾” or 1”meters and should be included in the proposal as well. Requirements/Additional Specifications: The following requirements, specifications and/or issues must be addressed within the submitted proposal. Costs:  Cost per meter, per register, or per meter\register (new vs retrofit)  Cost of remote antennas that improve signal transmission (if required)  Cost of installation (if included)  AMA costs (fees, upgrades, training, data storage, etc.)  Cost for alternatives to cellular system meters (e.g., radio frequency read meters)  Estimated shipping costs  Estimated taxes  Any additional fees or charges Meters and Meter Registers:  Meter type (e.g., single-jet, multi-jet, positive displacement, etc.)  Meter\Register accuracy 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/  Data collection interval\frequency  Data collection units of measure – flow and volume (e.g., gpm, gallons, etc.)  Range of flow that can be measured  Tamper-proof and security features (physical and electronic, tamper alert capabilities, etc.)  Register power source  Compliance with FCC requirements for secure cellular communications  Multiple cellular network communication capabilities  Meter, register, & register battery warranties (non-performing product, pro-rated prices, etc.)  Operating temperature range  Effects of sand or small debris on meter accuracy and meter life expectancy (the meters will be measuring water withdrawn from self-supply wells)  Any special installation requirements (e.g., upstream or downstream straight pipe requirements, meter position\angle, strainers, meter pit construction, etc.)  Availability of installation training for contracted installers  Successful installation verification messaging capabilities  Register activation methods (wake on consumption, IR communication, etc.)  Register storage capabilities (e.g., days of time-synchronized interval data)  Register notification capabilities (e.g., power level, communication failure, etc.)  Register communication frequency  Options available in those cases where cellular communication is not available or unreliable  Compliance with AWWA standards Advanced Metering Analytics Software, Data Management, and Data Storage:  Software platform (web-based, in-house, etc.)  Data storage platform (cloud service, in-house, etc.)  Implemented security measures (certifications, server security, standards, encryption, penetration testing, password storage, etc.)  Export\download capabilities (customization, IT support, formats, permission leve ls, etc.)  Report capabilities (system-wide analytics, customization)  Search capabilities  Meter location information o Does the system collect latitude and longitude for the meter? 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ o Can a Public Land Survey location (Township, Range, Range direction, Section) be entered through the API? o Can a tax parcel identification number be entered through the API?  Ability to group meters by location or specific attributes (e.g., users limited to 250 gpd)  Data storage limitations if any  User configurable features (e.g., constant & intermittent leak notification, high usage, etc.)  Homeowner\participant engagement tools  Available mobile platforms (iOS, Android)  Technical support availability (24/7)  Periodic web-based training of AMA software RFP Process: Mailed or delivered responses are to be submitted to: Kittitas County Public Health Department Attn: Kittitas County Water Metering Program RFP 507 N Nanum St, Suite 102, Ellensburg, WA 98926 Delivered responses may be delivered to the above address ONLY between the hour s of 9:00 AM and 5:00PM, Monday through Friday, excluding holidays observed by Kittitas County. Respondents are responsible for the means of delivering the proposal documents to the above specified location on time. Mailed or delivered responses must be provided in the following format. Each respondent shall submit one (1) original of their proposal, bound on 8"x 11" paper, in a sealed envelope stating on the outside, the respondent’s name, address, the “Kittitas County Water Metering Equipment and Software RFP.” Email responses may be submitted to erin.moore@co.kittitas.wa.us with the subject line “Kittitas County Water Metering Equipment and Software RFP” Responses must be received by 5:00 p.m. on May 2, 2018 . Responses received after this date and time will not be considered. 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ Upon timely receipt of responses, the Kittitas County shall review proposals from qualified candidates. Proposals in response to this Request for Proposals (RFP) will be evaluated on the following criteria which are in no particular order. a. Responsiveness to this RFP b. Cost c. Experience with public entities of similar size and function Kittitas County reserves the right to reject any and all responses and reserves the right to waive any irregularities or informalities in any responses or in the submittal procedure, when to do so would be to the advantage of Kittitas County. Respondents are cautioned that this is a RFP, and Kittitas County reserves the right to reject responses, including any and all responses, when such rejection is deemed to be in the best interest of Kittitas County. General Conditions Respondents are encouraged to contact Erin Moore, Water Resource Coordinator at (509) 962- 7698, or email erin.moore@co.kittitas.wa.us with questions or to clarify any part of the RFP. Following review of all qualified responses, interviews of qualified candidates, selection of a suitable contractor, and preliminary contract negotiations, a recommendation will be made to the Kittitas County Board of County Commissioners by KCPHD. Following Commissioner approval, KCPHD will complete contract negotiations. Any exceptions to terms, conditions, or other requirements in any part of a respondent’s proposal must be clearly pointed out in a distinct section of the proposal. Otherwise, the County will consider that all items offered are in strict compliance with this RFP, and the successful respondent will be responsible for compliance. Any costs incurred by respondents in preparing or submitting responses to this RFP are the Respondent’s sole responsibility. Kittitas County will not reimburse any respondent for any costs incurred for the proposal. 507 N. Nanum St. Suite. 102 · Ellensburg, WA 98926 T: 509.962.7515 · F: 509.962.7581 www.co.kittitas.wa.us/health/ In submitting a response to this RFP, the Respondent agrees not to use the results therefrom as part of any news release or commercial advertising without prior written approval of Kittitas County. All responses, inquiries, or correspondence relating to or in reference to this RFP, and all other reports and documentation submitted by the vendor will become the property of Kittitas County when received, and is a public record to the extent required by the Washington State Public Records Act. Kittitas County assumes no responsibility for the release of information pursuant to the law governing public records. The successful respondent, if awarded a contract with Kittitas County, agrees not to discriminate in its employment on account of race, marital status, religion, age, sex, national origin, or handicap. In addition, the selected respondent shall comply with all applicable federal, state and local laws, rules and regulations affecting his or her performance and will hold the County harmless against any and all claims arising from the violation thereof. Kittitas County complies with all ADA requirements, and is an Equal Opportunity Employer.