1. Introduction and Structure

1.1. Organization

1.2. The Use of Language in Technical Specifications

1.3. Resource Documents

1.4. General Statement of Work

1.4.1. Contractor Scope of Work

1.4.2. Optional Contractor Scope of Work

1.4.3. Work Performed by the City

1.5. Projects and Project Phases

1.5.1. Meter Replacement Project (MRP)

1.5.2. Start Up

1.5.3. Proof of Concept (POC)

1.5.4. Installation and Deployment

1.5.5. Close Out

1.6. Definitions

1.7. Abbreviations

2. General Project Requirements

2.1. Health and Safety

2.1.1. Safety Standards

2.1.2. Site Specific Safety and Health Plan

2.2. Project Management

2.2.1. Contractor Responsibilities

2.2.2. Contractor's Project Manager

2.2.3. Workstream Leads

2.2.4. Personnel Changes

2.2.5. Project Office and Warehouse

2.3. Project Meetings

2.3.1. General Requirements

2.3.2. Start Up Meetings

2.3.3. Ongoing Meetings

2.3.3.1. Four Week Lookahead Meeting

2.3.3.2. Technology Coordination Meeting

2.3.3.3. AMI Network Coordination Meeting

2.3.3.4. Installation Coordination Meeting

2.3.3.5. Contract Management Meeting

2.3.3.6. Other Meetings As Needed

2.4. Project Schedules

2.4.1. Master Project Schedule

2.4.2. Four-Week Lookahead Project Schedule

2.4.3. Production Schedule

2.5. Project Completion Management

2.5.1. Substantial Completion

2.5.2. Final Completion

2.5.3. System Acceptance

2.6. Area Completion Management

2.6.1. General

2.6.2. The Proof of Concept Area

2.6.3. Area Management Criteria

2.6.4. Area Management Pace

2.6.5. Area Completion Formula

2.6.6. Area Completion Status

2.6.7. Area Completion Request

2.6.8. Area Read Success Rate

2.7. Service Order Management

2.8. Submittals

2.8.1. Required Submittals

2.8.2. Submittal Process

2.9. Acceptance and Invoicing

2.9.1. Acceptance Categories

2.9.1.1. Performance Bonds and Insurance Milestones

2.9.1.2. Mobilization Milestones

2.9.1.3. Software Implementation Milestones

2.9.1.4. AMI Software Subscription

2.9.1.5. Supplied and Installed Equipment

2.9.1.6. Supply-Only Equipment

2.10. Product and System Training

2.10.1. Location of Training

2.10.2. City Responsibilities

2.10.3. Contractor Responsibilities

2.10.4. Types of Training

2.10.4.1. AMI Software User Training

2.10.4.2. AMI Administrator Training

2.10.4.3. Field Personnel Training

2.10.4.4. Data Collector Training

2.10.4.5. Meter Installation Software Training

2.10.5. Training Schedule

2.10.6. Training Hours

2.10.7. Training Equipment

2.10.8. Training Materials

2.10.9. Refresher Training

3. Requirements for Field/Civil Work

3.1. General Requirements

3.1.1. Scope of Work

3.1.2. Standard Operating Procedures

3.1.3. Field Personnel

3.1.4. Contractor Field Training

3.1.5. Uniform and Picture Identification

3.1.6. Two-way Communication

3.2. Field Work Requirements

3.2.1. Field Conditions Survey

3.2.2. Work Type Criteria

3.2.2.1. Work Types Performed by the City

3.2.2.2. Work Types Performed by the Contractor

3.2.3. Approvals for Extra Work

3.2.4. AMI Radio Transmitter Mounting Options

3.2.5. Testing the AMI Radio Transmitter

3.2.6. Wiring Connection

3.2.7. Worksite Cleanup

3.2.8. Task Categories

3.2.9. Return Visits

3.2.10. Out of Sequence Visits

3.2.11. Other Work

3.2.12. Water Meter Register and Meter Box Lid Removal and Disposal

3.2.13. Materials Removal and Disposal

3.3. Meter Installation Software

3.3.1. City Access to MIS

3.3.2. MIS Data Integrity

3.3.3. MIS Handheld

3.3.4. MIS Workflows

3.3.5. MIS Workflow Validations

3.3.6. MIS Reporting

3.3.7. MIS Data Management Plan

3.3.8. MIS Digital Images

3.4. Materials

3.4.1. Meter Box Lids

3.4.2. Barricades, Safety Cones, and Signs

3.4.3. Traffic Management

3.4.4. Dewatering

3.5. Contractor Customer Communication Program During Installation

3.5.1. Call Center Requirements

3.5.2. Contractor Call Center Tracking

3.5.3. Customer Complaints

3.5.4. City-Contractor Scope Split

3.5.5. Visual Identifiers

3.5.6. City Website and Social Media Channels

3.5.7. Installation Communications

3.5.7.1. Introductory Letter

3.5.7.2. Post-Work Notice (Door Tag)

3.5.7.3. Task Notice (Door Tag)

3.5.7.1. Appointment Request Letter

3.5.8. Customer Communication Tracking Process

3.6. Permits and Fees

3.7. Quality Assurance

3.7.1. Quality Inspections

3.7.2. Task Review

3.7.3. Quality Assurance

3.7.3.1. Deficiency Process

3.7.3.2. Deficiency Categories

3.7.3.3. Deficiency Resolution

3.7.3.3.1. One-off Deficiency Resolution

3.7.3.3.2. Minor Deficiency Resolution

3.7.3.3.3. Major Deficiency Resolution

3.7.3.4. Deficiency Communication

3.7.3.4.1. City Communication

3.7.3.4.2. Contractor Communication

3.7.3.5. Additional Information

3.8. Supply and Installation Warranty

4. Supply of Non-Mechanical Meters with Pressure Sensing Capability

4.1. Product Specifications

4.1.1. General Water Meter Requirements

4.1.2. Complete Assembly

4.1.3. Meter Documentation

4.1.4. Manufacturer Facilities

4.1.5. NSF 372 Compliant Products

4.1.6. Water Meter Markings

4.1.7. Water Meter Serial Numbers

4.1.8. Meter Bolts

4.1.9. Test Certificate / Tags

4.1.10. Digital File

4.1.11. Manufacturing Defects

4.1.12. Minimum Technical Requirements

4.1.13. Acceptable Water Meter Standards

4.1.14. Water Meter Main Case Composition

4.1.15. Meter Size and Lay Length

4.1.16. Meter Connections

4.1.17. Coupling Tailpieces and Nuts

4.1.18. Performance Warranty

4.1.19. Registration Accuracy Warranty

4.1.20. Units of Measure

4.1.21. Acceptable Encoder Protocols

4.1.22. Additional Encoder Data

4.1.23. Reading Resolution

4.1.24. Labelling

4.1.25. Leak Indicator

4.1.26. Submergibility

4.1.27. Register Construction and Mounting

4.1.28. Wiring and Connectors

4.1.29. Compatibility with AMI System

4.1.30. Submittals

5. City-Supplied Water Meter Registers

5.1. Product Specifications

5.2. Submittals

5.2.1. One-year Product Forecast

5.2.2. Water Meter and AMI Radio Transmitter Wiring Guide

5.3. Permits and Approvals

5.3.1. Water Meter Product Approval

5.4. Work Instructions

5.4.1. Product Forecast

5.4.2. Contractor Product Forecast Adjustment

5.4.3. City Product Forecast Adjustment

5.4.4. Product Order Confirmation

5.4.5. Drop Shipment

5.4.6. Delivery Receipt and Packing Slip

5.4.7. City Supplied Product Storage

5.4.8. Inventory Management

5.4.9. Annual Inventory Counts

5.4.10. Lost or Damaged Products

5.4.11. Return Merchandise Authorization (RMA)

6. AMI Radio Transmitters

6.1. Product Specifications

6.1.1. General

6.1.2. Environmental Requirements

6.1.3. Power and Warranty

6.1.4. Encoder Compatibility

6.1.5. Enhanced Encoder Features

6.1.6. AMI Radio Transmitter Mounting Options and Equipment

6.1.7. AMI Radio Transmitter Wall-Mounting Options

6.1.8. AMI Radio Transmitter Labelling

6.1.9. Read and Transmission Frequency

6.1.10. External Antenna

6.1.11. Cellular AMI Radio Transmitters

6.1.12. RF Transmission Encryption

6.2. Submittals

6.3. Permits and Approvals

6.3.1. Federal Communications Commission (FCC) Approvals

7. Data Collector Network

7.1. General Requirements

7.1.1. Type of Network

7.1.2. Cellular/LoRa /Shared Third Party Networks

7.1.3. Service Provider Agreements

7.1.4. Equipment Upgrades

7.1.5. Coverage Resolution

7.1.6. Utilities

7.2. Standalone AMI Network Propagation

7.2.1. Proposal Propagation Study

7.2.2. Data Collector Locations

7.2.2.1. Priority A and B City-Owned Locations

7.2.2.2. Priority C and D Non-City-Owned Locations

7.2.2.3. Priority E Public Right-of-Way Locations

7.2.3. Changes to Propagation Studies

7.2.3.1. Changes to Priority A and B Locations

7.2.3.2. Changes to Priority C, D and E Locations

7.2.4. Revised Propagation Studies

7.2.5. Final Propagation Study

7.3. Submittals

8. Data Collectors

8.1. Product Specifications

8.1.2. Environmental

8.1.3. Power Requirements

8.1.4. Mounting Options

8.1.5. Backhaul

8.2. Submittals

8.3. General Design and Construction Specifications

8.3.1. Data Collector Antenna Mast and Base

8.3.2. Earthwork

8.3.3. Electrical

8.4. Permits and Approvals

8.4.1. General

8.4.2. Pre-Application Review Processes

8.4.2.1. Locations Outside of the Public Right-of-Way

8.4.2.1.1. Water Tank-Mounted Data Collectors

8.4.2.2. Locations in the Public Right-of-Way

8.4.3. Early Assistance Meeting

8.4.5. Commercial Building Permit

8.4.6. Commercial Electrical Permit

8.5. Work Instructions

8.5.1. Site Access

8.5.2. Installation

8.5.3. Data Collector Survey and Site Assessment

8.5.4. General Data Collector Installation Requirements

8.5.5. Building/Roof-Mounted Data Collector Installation Requirements

8.5.6. Water Tank-Mounted Data Collector Installation Requirements

8.5.7. New and Existing Pole-Mounted Data Collector Installation Requirements

9. Handheld Meter Reading and Programming Devices

9.1. Product Specifications

9.2. Submittals

10. Requirements for Technology Work

10.1. General Software Requirements

10.1.1. Software Overview

10.1.2. Application Licenses

10.1.3. User Definition

10.1.4. Active Directory

10.1.5. System Responsiveness

10.1.6. Support Term

10.1.7. Portland’s Existing IT Standards

10.1.8. Production and QA Test Environment

10.1.9. Software Update Notification

10.1.10. Operating Systems

10.2. Vendor-Hosted Software Requirements

10.2.1. Vendor-Hosted Software Applications

10.2.2. Browser Access

10.3. Submittals

10.4. User Acceptance Testing

10.4.1. Type of User Acceptance Testing

10.4.2. User Acceptance Test Plans

10.4.3. User Acceptance Test Responsibilities

10.4.3.1. City UAT Responsibilities

10.4.3.2. Contractor UAT Responsibilities

10.4.4. UAT Use Case Documentation

10.4.4.1. UAT Functional Use Case Requirements

10.4.4.2. Use Case Statuses

10.4.5. Use Case Fault Definition

10.4.5.1. Minor Use Case Fault Resolution

10.4.5.2. Major Fault Resolutions

10.4.6. User Acceptance Test Results

11. Advanced Metering Infrastructure Software

11.1. General AMI Software Requirements

11.1.1. AMI Software Definition

11.2. Functional Requirements

11.2.1. Cayenta Customer Information System (CIS) Data

11.2.2. Mapping

11.2.3. Weather Data

11.2.4. Storage

11.2.5. Meter Reading Retrieval

11.2.6. User Module

11.2.7. Display Location Data

11.2.8. Display Unit of Measure

11.2.9. Time

11.2.10. Display Consumption

11.2.11. Average Consumption

11.2.12. Display of Status Codes

11.2.13. AMI Network Monitoring

11.2.14. Event Management

11.2.15. Property Side Leak Detection

11.2.16. Non-Revenue Water (NRW)

11.2.17. Reporting

11.2.18. Standard Reports

11.2.19. Customizable Reports

11.2.20. Special Reports

11.2.21. Scheduling Reports

11.2.22. Performance Metrics

11.2.23. Meter Groups

11.2.24. Dynamic and Static Groups

11.2.25. CIS-Defined Meter Groups

11.2.26. User Defined Meter Groups

11.2.27. Parent and Child Meter Associations

11.2.28. Deductive Meters

11.2.29. Multiple Register Meters

11.2.30. Virtual Shut Off

12. Technology Integrations

12.1. General Requirements

12.1.1. Cayenta Utilities Billing System

12.1.2. Data Transfer File Type

12.1.3. File Transfer Schedule

12.2. Integration Overview

12.2.1. Establishing Data Fields and List of Values

12.2.2. Information Flow

12.3. Cayenta Inventory Input (Interface 1)

12.4. Cayenta to MIS – Installation Data Request (Interface 2a)

12.4.1. New installation File

12.4.2. Information Change File

12.4.3. Cancellation File

12.4.4. Confirmation File

12.5. MIS to Cayenta – Installation Data Response (Interface 2b)

12.5.1. Completed Installation File

12.5.2. Task File

12.5.3. Warranty/Changes File

12.6. Cayenta to the AMI Software – Location Data Synchronization (Interface 3a)

12.7. Cayenta to AMI Software – Billing File Request (Interface 3b)

12.8. AMI Software to Cayenta – Billing File Response (Interface 3c)

12.9. AMI Software to Cayenta – Service Order Creation (Interface 3d)

12.10. Cayenta to AMI Software – Service Order Response (Interface 3e)

12.11. Cayenta to Meter Data Management – Location Data Refresh (Interface 4a)

12.12. MDM to Customer Engagement Portal – Consumption Data (Interface 6a)

12.13. MDM to Water Conservation Database (Interface 7a)

13. Ongoing Services (Post Project)

13.1. AMI Network Maintenance

13.1.1. Collector Location Rental, Attachment and Data Backhaul Costs

13.2. Ongoing Vendor-Hosted Software

13.2.1. Data Center

13.2.2. Data Ownership

13.2.3. Service Levels

13.2.3.1. Software Availability

13.2.3.2. Functionality Availability

13.2.3.3. Maintenance Window and Notice

13.2.4. Service Level Fault

13.2.4.1. Software Availability Formula

13.2.4.2. Functionality Availability Formula

13.2.5. Service Level Response

13.2.5.1. Software Service level Response

13.2.5.2. Functionality Service Level Response

13.2.6. Service Level Fault Remedies

13.2.6.1. Credit for Software Downtime

13.2.6.2. Credit for Billing Impediment Functionality Fault Remedy

13.2.6.3. Credit for Functionality Fault Remedy

13.2.7. Credit Application

13.2.8. Network Coverage Remedy

13.3. Ongoing Contractor Supplied Product Support

13.3.1. Product Representative

13.3.2. Product Delivery

13.3.3. Acceptance of Materials

13.3.4. Digital Shipment File

13.3.5. Administrative Training

13.3.6. On-going Device Testing

14. Optional Scope

14.1. Optional – Supply of Non-Mechanical Meters

14.1.1. Product Specifications

14.2. Optional - Installation of Non-Mechanical Meters

14.2.1. General Requirements

14.2.1.1. Scope of Work

14.2.1.2. Contractor Field Training

14.2.2. Field Work Requirements

14.2.2.1. Work Type Criteria

14.2.2.1.1. Work Types Performed by the Contractor

14.2.2.2. Water Meter and Meter Box Lid Removal and Disposal

14.3. Optional - Provision of Meter Installation System for Use by the City

14.3.1. MIS for City Use

14.3.2. MIS Workflows

15. Attachments hwhitehaus Text Box Attachment A, Appendix 1 - 2024 Field Conditions Survey Attachment A, Appendix 2A - Priority A Sites Attachment A, Appendix 2B - Priority B Sites

1. Introduction and Structure

1.1. Organization

These Specifications are comprised of the following:

• General requirements (Part 2) that are applicable to the entire Project and include relevant commercial and contractual terms

• Requirements that are applicable to all civil/field parts of the Project (Part 3a) and then more detailed Specifications for civil/field Products and Services (Parts 4 to 9)

• General requirements that are applicable to all technology parts of the Project (Part 10) and then more detailed Specifications for technology Products and Services (Parts 11 and 12)

• Requirements applicable to the Maintenance Period after Final Completion is achieved (Part 13)

• Optional work that may be included in Project scope at the City’s discretion (Part 14)

• Appendices (Part 15)

Most of the Parts are divided into sections, subsections, and clauses as needed. Where possible, the sections follow a consistent order:

• General requirements

• Product specifications

• Submittals

• Permits and approvals

• Work instructions

1.2. The Use of Language in Technical Specifications

In this document, “shall” or “will” or “must” refer to mandatory actions that will form binding contractual requirements for the selected Contractor unless the City accepts an alternative approach during the solicitation process. “Should” or “may” refer to desired, but optional, requirements.

1.3. Resource Documents

These Specifications include references to other applicable standard specifications including (listed in order of precedence):

• City of Portland Standard Construction Specifications (SCS) (2020), available at:

https://www.portland.gov/transportation/engineering/documents/2020-city-portland-standard-construction-specifications/download

• Portland Water Bureau Materials List (most recent version), available at:

https://www.portland.gov/water/water-development-services/water-manuals-and-design-standards#toc-utility-protection-guidelines

• Portland Water Bureau Materials Manual, available at: https://www.portland.gov/water/water-development-services/water-manuals-and-design-standards#toc-utility-protection-guidelines

• Portland Water Bureau Engineering & Technical Standards Administrative Rules, available at: https://www.portland.gov/water/water-development-services/engineering-admin-rule

• Portland Bureau of Transportation Construction Products List, available at:

https://www.portland.gov/transportation/engineering/construction-documents-and-forms

• Bureau of Environmental Services Construction Products List, available at:

https://www.portland.gov/bes/improvements/bes-cpl#toc-about-the-construction-products-list

• Portland Water Bureau Guidelines for Utility Protection (2012), available at:

https://www.portland.gov/water/water-development-services/water-manuals-and-design-standards#toc-utility-protection-guidelines

• Oregon Structural Specialty Code (OSSC) (2022), available at:

https://www.oregon.gov/bcd/codes-stand/Pages/adopted-codes.aspx

• Oregon Electrical Specialty Code (OESC) (2023), an integrated codebook is not available from the Oregon Building Codes Division, the table of amendments is designed to be used with the

2023 National Electrical Code (NEC). For more information, visit:

https://www.oregon.gov/bcd/codes-stand/Pages/electrical.aspx

• Oregon Plumbing Specialty Code (OPSC) (2023), available at:

https://www.oregon.gov/bcd/codes-stand/pages/plumbing.aspx

• Portland City Code, available at: https://www.portland.gov/code

1.4. General Statement of Work

1.4.1. Contractor Scope of Work

The Contractor will perform all work as described in these Specifications, either expressly or by necessary inference, which generally includes all labor, materials, Equipment, and facilities required to:

a) Replace registers for water meters 1” and smaller already installed (registers provided by the City)

b) Install, configure, and test an AMI Radio Transmitter attached to each water meter 1” and smaller

c) Replace meter pit lids where necessary to achieve sufficient radio frequency transmission

d) Provide an Advanced Metering Infrastructure Network (AMI Network) that will relay radio frequency transmissions with water usage data to AMI Software

e) Provide, configure, test, and deploy AMI Software

f) Provide, configure, test, and deploy Meter Installation Software (MIS)

g) Integrate new Software provided to ensure that it is compatible and works consistently with the City’s existing Software to deliver a System that meets all Specifications

h) Obtain any required permits or approvals

i) Manage communication with customers during meter register and AMI Radio Transmitter installations

j) Meet all quality management and health and safety requirements for any work performed by the

Contractor

1.4.2. Optional Contractor Scope of Work

Either before Contract award, or during Project delivery, the City may elect to add one or more of the optional scope items described in part 14.

1.4.3. Work Performed by the City

The City will perform all work as described in these Specifications, either expressly or by necessary inference, which generally includes all labor, materials, Equipment, and facilities required to:

a) Remove and replace any water meters that are planned for replacement (all sizes)

b) Replace meter boxes where necessary to install a new water meter

c) Upgrade meter vault doors and pit lids where necessary to enable radio transmitter installation

d) Replace registers and install AMI Radio Transmitters for water meters 1.5” and larger that are already installed

e) Manage communication with customers during City field work

f) Meet all quality management and health and safety requirements for City field work

1.5. Projects and Project Phases

This program is divided into three separate but linked components, the Meter Replacement Project (MRP, work by City), Customer Engagement Portal (CEP, work by the City) and AMI Implementation (work by the Contractor and the City) (see figure below).

Work by the Contractor and the City to complete the AMI Implementation component, hereinafter called the Project, is organized into four phases: Start Up, Proof of Concept, Installation and Deployment, and

Close Out. The general activities that the Contractor shall perform in each phase and the timelines are detailed below.

All Work will be managed to achieve Final Completion by December 31, 2030.

1.5.1. Meter Replacement Project (MRP)

The Meter Replacement Project (MRP) is a parallel component that will be run by the City to replace all water meters up to 1” that are due to be replaced ahead of the installation of the AMI Radio Transmitter by the Contractor.

Coordination of work with Contractor by area, in accordance with the sequencing defined in section 2.6

Area Completion Management.

1.5.2. Start Up

During Start Up the Contractor will at a minimum:

a) Configure and test all Contractor-provided Software applications including the AMI Software and

Meter Installation Software

b) Integrate new Software with the City’s existing Software to create the System

c) Complete Initial User Acceptance Testing (IUAT) to ensure all systems are ready for installation and continued water billing

d) Design, obtain permits and approvals, inspect, deploy and configure the AMI Data Collector network needed to support Proof of Concept

e) Establish a local project office, project warehouse, and call center

f) Develop installer training policies, procedures, and training

g) Print and distribute City-approved materials for customer communications during Proof of Concept field work

h) Train all Contractor personnel to be involved in Proof of Concept

i) Forecast and receive delivery of all City-supplied encoder registers needed for Proof of Concept

Start Up must be completed within twelve (12) months of Contract execution. City approval of the IUAT is required for the Contractor to move to Proof of Concept.

1.5.3. Proof of Concept (POC)

During Proof of Concept the Contractor will at a minimum:

a) Replace small meter registers and install AMI radio transmitters for all meters in the Proof of Concept area

b) Upgrade meter pit lids where necessary to achieve sufficient radio frequency transmission

c) Perform quality assurance on Contractor-performed installations

d) Implement the customer communications program

e) Operate the MIS both in the field and back office providing the City accurate and timely installation data

f) Provide AMI Radio Transmitter installation and troubleshooting training to City crews who will be performing replacement of intermediate and large water meters and registers, and AMI Radio

Transmitter installations in the POC Area

g) Receive and address customer enquiries, appointment requests, and complaints related to the

Contractor’s scope of work

h) Conduct Final User Acceptance Testing (FUAT) to ensure the System meets Specifications

i) Design, obtain permits and approvals, inspect, deploy and configure the rest of the AMI Data

Collector network, at a minimum, the full network required for AREA01 and AREA02

City approval of the FUAT is required for the Contractor to move to Installation and Deployment. Proof of

Concept must be run for at least four (4) months but not longer than six (6) months.

1.5.4. Installation and Deployment

During Installation and Deployment, the Contractor will at a minimum:

a) Complete the deployment of the AMI Data Collector network across the remaining areas of the City’s service territory

b) For those small meters that have been determined to require a register replacement, replace small meter registers and install AMI radio transmitters on an area-by-area basis, as further described in

Section 2.6 Area Completion Management

c) For those small meters that are equipped with high resolution encoder registers, install AMI radio transmitters on an area-by-area basis, as further described in Section 2.6 Area Completion

Management

d) Upgrade meter pit lids where necessary to achieve sufficient radio frequency transmission

e) Perform quality assurance on installations performed

f) Continue to implement the customer communications program and operate the call center for customer inquiries

g) Continue to Operate the MIS both in the field and back office providing the City accurate and timely installation data

h) Substantial Completion is the end of Installation and Deployment. The Contractor shall manage the work to achieve Substantial Completion by June 30, 2030.

1.5.5. Close Out

During Close Out the Contractor will at a minimum:

a) Complete a final System assessment and a final propagation study

b) Address any remaining deficiencies

c) Perform any final training or manual updates

d) Final Completion is the end of Close Out. The Contractor shall achieve Final Completion within six (6) months of receiving Substantial Completion and not later than December 31, 2030.

1.6. Definitions

“Acceptance” means the Product or Service demonstrates to the City’s satisfaction that the Product or

Service conforms to and operates according to the Specifications, and if required, has successfully completed Acceptance Testing.

“Acceptance Certificate” means a written instrument by which the City notifies Contractor that a Product or Service has been Accepted or Accepted with exceptions.

“Acceptance Test” means the evaluation and testing method, procedures, or both, that are used to determine whether or not the System, Product, or Service requiring Acceptance Testing performs in accordance with the Specifications.

“Advanced Metering Infrastructure” or “AMI” means a System of Products and Software that employs a network of collectors, permanently mounted throughout the service area to capture meter readings that are transmitted by radio frequency.

“AMI Data Collector” means a device that is deployed in a fixed location throughout the service area that is capable of receiving and storing meter readings via radio frequency.

“AMI Network Equipment” means the combined AMI Data Collector, antenna, uninterruptable power supply, wiring, and solar panel (if applicable).)

“AMI Radio Transmitter” means a device connected to a water meter that communicates meter readings via radio frequency to the AMI Network.

“AMI Network” means one or more AMI Data Collectors deployed through the service area to collect radio frequency transmissions from AMI Radio Transmitters.

“AMI Software” means any Software used for the operation of the System including data collection and meter data management functionality.

“Area” means a set of Locations that are generally grouped by Route to comprise one of fifteen (15) segments that make up the City’s service area.

“Change Order” means a document, agreed, and signed by both Parties, that changes an existing

Statement of Work.

“City” means the City of Portland.

“City Data” means all data collected, uploaded, used, processed, stored, or generated as the result of the

City’s Use of the Software.

“Close Out” means the fourth and last phase of Project work as outlined in section 1.5.5.

“Competent Person” means an individual certified or who has the experience and training to identify and respond appropriately to conditions encountered during the Project execution, whether such conditions were anticipated or unanticipated.

“Configuration” means the use of administrative functions provided in a Software to adapt a Software to

City-specific requirements, revisions, or modifications to the Software to enhance features and functionality, but which do not include changes to the Source Code, or in the case of Equipment, adapting the Equipment to City Specifications.

“Contract” means the Master Terms and Conditions including all exhibits, attachments, appendices, and schedules and their constituent parts listed in the Order of Precedence or incorporated by reference.

“Contractor” means a person or organization with which the City of Portland has contracted for the purchase of Goods or Services or both.

“Customer Engagement Portal” or “CEP” means the Software the City uses to provide customers access to their water usage and billing information.

“Cycle” means a group of Routes that are scheduled to be billed on a specific date.

“Equipment” means any hardware, machinery, device, tool, computer, computer component, computer system, including add-ons, or peripherals of tangible form together with the necessary supplies for upkeep and maintenance, and other apparatus necessary for the proper implementation and operation of the System, to be provided to the City by Contractor under this Contract.

“Error” means any defect, problem, condition, bug, or other partial or complete inability of a Product or component thereof to operate in accordance with the applicable Specifications.

“Final Completion” means the City has determined that the complete System and/or all Products and

Services have successfully completed Acceptance Testing and demonstrated to the City’s satisfaction that the System and/or all Products and Services conform to and operate according to the Specifications, as further defined in section 2.5.2.

“Final User Acceptance Testing” or “FUAT” means a series of Acceptance Tests conducted both at the end of Proof of Concept and prior to Substantial Completion, as further defined in section 10.4.

“Hosting” means Contractor’s provision of remote access to, and use of, Software not resident on the

City’s servers.

“Initial User Acceptance Testing” or “IUAT” means a series of Acceptance Tests conducted at the end of

Start Up, as further defined in section 10.4.

“Installation and Deployment” means the third phase of Project work as further defined in section 1.5.4.

“Interface” means Software, hardware, or a device to enable communication between separate computer systems, software programs, hardware, devices, or a user.

“Intermediate Meter” means a water meter that is suited for water service 1.5” or 2” in diameter.

“Large Meter” means a water meter that is suited for water service 3” or greater in diameter.

“Location” means a geographic location associated with a customer account that is referenced by a unique location number that is mastered within the City’s CIS.

“Maintenance” means Services provided by Contractor to the City to keep the System conforming to the

Specifications and to respond to requests by the City.

“Maintenance Fee” means the fee paid by the City for Maintenance.

“Maintenance Period” means the time period when Contractor provides Maintenance to the City.

“Meter Installation Software” or “MIS” means Software the Contractor uses for overall management of installation work, further defined in section 3.3.

“Product(s)” means Software, Equipment, and supplies.

“Project” means the overall delivery of the AMI System and all related Services detailed in the

Specifications.

“Proof of Concept” means the second phase of Project work.

“Proposal” means the Contractor’s response to the City’s request for proposals.

“Read Success Rates” or “RSR” means the performance measure for a group of radio transmitters, further defined in section 2.6.8.

“Route” means a collection of customer accounts that are scheduled to be read by a meter reader.

“Service Order” means a numbered task assigned to an individual that identifies the Location where the work is to be done, and the work to be completed.

“Services” means both ordinary and professional services performed by Contractor.

“Small Meter” means a water meter that is suited for water service from 5/8” to 1” in diameter.

“Software” means any proprietary or licensed computer programs, firmware, applications, Operating

System Software, or Modules thereof, which are components of the System and are licensed by

Contractor to the City. Software may include Third Party Software and/or Open-Source Software delivered by Contractor if required to produce and maintain the System.

“Specifications” means the most current cumulative statement of capabilities, functionality, and performance requirements for the System and its components as set out in the Acceptance Criteria, Change Orders, the Statement of Work, Documentation, Contractor’s representations, Contractor’s

Proposal and Proposal Clarifications, and the City’s Request for Proposals.

“Start Up” means the first phase of Project work as further defined in section 1.5.2.

“Statement of Work” means the written detailed specifications of the Product(s) and Services(s) to be delivered to the City by Contractor, including any Change Orders, subject to the terms and conditions of this Contract.

“Subcontractor” means a person or entity under the control of Contractor and involved in the Project, other than an employee of Contractor.

“Submittal” means documents required to be submitted to the City for review.

“Substantial Completion” has the meaning given in section 2.5.1.

“System” means the operational combination of all Products to be provided by Contractor to City under this Contract.

“User” means any person employed or working on behalf of the City, its Bureaus, Divisions, Offices, Directors, and any person or entity under contract or authorized by the City to provide it with services and to use the City’s resources in whole or in part, in the course of assisting the City.

“User Module” means the user interface of the AMI Software that allows Users to access, display and report on the data within the AMI Software.

“Vendor-Hosted Software” means a method of software delivery and licensing in which software is accessed online via a subscription, rather than bought and installed on individual computers. This definition is intended to include both “Software as a Service” and “Hosted Software” applications.

1.7. Abbreviations

Abbreviation Definition AMI Advanced Metering Infrastructure

AWWA American Water Works Association BES [Portland] Bureau of Environmental Services BTS [Portland] Bureau of Technical Services CEP Customer Engagement Portal

CIS Customer Information System

CSS Customer Self-Service

FCC Federal Communications Commission FTP File Transfer Protocol FUAT Final User Acceptance Test IUAT Initial User Acceptance Test MDM Meter Data Management MFA Multi-Factor Authentication MIS Meter Installation Software MRP Meter Replacement Project NRW Non-revenue water PBOT Portland Bureau of Transportation POC Proof of Concept

Abbreviation Definition PP&D Portland Permitting and Development PWB Portland Water Bureau

QA Quality Assurance RF Radio Frequency SaaS Software as a Service SCS City of Portland Standard Construction Specifications (2020)

SSSHP Site Specific Safety and Health Plan UOM Unit of measure

2. General Project Requirements

2.1. Health and Safety

2.1.1. Safety Standards

The Contractor shall comply with all laws concerning safety, health, and sanitation standards. The

Contractor shall have complete responsibility for the safety and health of its employees and the employees of its Subcontractors at any tier. The Contractor shall not delegate this responsibility to its

Subcontractors, other persons, or agencies. The Contractor is responsible for ensuring that employees and Subcontractors follow the following safety and health requirements, receive training, and understand the City’s applicable policies and procedures that affect the Project. The Contractor shall require additional safety measures as may be necessary during the execution of the Project.

The Contractor shall comply with all safety and health laws including, but not limited to, the following:

a) Oregon Revised Statutes – ORS 654 – The Oregon Safe Employment Act

b) Oregon Administrative Rules – OAR 333, OAR 340, and NSF 61 – The Oregon Occupational Safety and Health Code

c) Oregon Occupational Safety & Health Administration (OR-OSHA)

a. Division 1 – General Administrative Rules

b. Division 2 – General Occupational Safety & Health Rules

c. Division 3 – Construction

d) Bureau of Labor and Industries

e) Oregon Department of Transportation

2.1.2. Site Specific Safety and Health Plan

The Contractor shall develop and submit a Site Specific Safety and Health Plan (SSSHP) addressing safety issues for all persons working on the Project, regardless of their employer. The SSSHP shall be prepared by a Competent Person and consist of a narrative and supporting plans detailing the methods for dealing with all the known exposures and risks. The SSSHP shall detail the methods for addressing

Work hazards identified by the job safety analysis.

The SSSHP will be submitted to the City for review. The SSSHP must be accepted by the City before any site or field activity begins. The City’s review is not intended to, nor does it, relieve the Contractor of its obligation to be completely responsible for the safety and health of all persons working on the Project nor does it diminish any other contractual or legal obligation of the Contractor. For additional details on the content of the SSSHP, please refer to SCS, Section 00170.60 – Safety, Health, and Sanitation

Provisions.

2.2. Project Management

2.2.1. Contractor Responsibilities

The Contractor shall provide overall leadership and project management for the Project and to all

Subcontractors contributing to the Project. All communication from the City to a Subcontractor will occur through the Contractor. The City will hold the Contractor solely responsible for the overall System and ensuring that the Products, Services, Software, and Interfaces meet the Specifications and performance standards detailed herein.

2.2.2. Contractor's Project Manager

The Contractor shall assign a 100% FTE dedicated project manager to oversee all aspects of the

Contractor’s work on the Project. The project manager will be located in Portland for the duration of the

Project.

The Contractor’s project manager shall be available, as required, in person to attend meetings with the

City or their customers. The Contractor’s project manager will respond to all phone or email communication within one business day. Where the City in its sole discretion deems an issue an emergency, the Contractor’s project manager is expected to respond to phone calls or email within one

(1) hour.

2.2.3. Workstream Leads

The Contractor shall assign leads to key Project workstreams. These personnel shall have the necessary subject matter expertise and experience to support the work. All workstream leads shall report directly to the Contractor’s project manager for all Project-related decisions and are responsible for coordinating their work with the other parts of the Project. At a minimum, the Contractor will appoint the following leads:

a) Technology lead (software/integrations)

b) Civil/Field lead (includes network deployment and customer communications)

c) Quality lead

d) Health and safety lead

e) Equity contractor (COBID) lead

2.2.4. Personnel Changes

Changes to the Contractor’s project manager or workstream leads during the Project is subject to City approval. To propose a personnel change, the Contractor shall submit the resume of the proposed replacement personnel and a rationale for replacement to the City at least four (4) weeks prior to the proposed change. The Contractor must replace personnel with candidates who have similar experience and expertise in accordance with the contract work.

If the City approves a personnel change, the Contractor shall submit an updated organizational chart.

The City may, at its sole discretion, require the Contractor to remove any personnel. The Contractor shall bear all costs associated with the removal and replacement of the Contractor’s personnel.

2.2.5. Project Office and Warehouse

The Contractor shall establish and maintain a local office and warehouse for the duration of Start Up, Proof of Concept, and Installation and Deployment. The local office and warehouse shall be within the

City water service area and the Contractor will be responsible for selecting a suitable site to ensure adequate storage, accessibility, and security.

The office shall include a meeting room that accommodates twenty (20) people and has:

a) Wi-Fi for all attendees

b) A whiteboard

c) Tele-conference audio

d) Projection screen(s)

The warehouse shall have:

a) Storage sufficient for all Contractor-supplied products and materials

b) Storage sufficient for a minimum three (3) month supply of required products and accessories

c) Loading dock

d) Forklift for loading and unloading City-supplied water meter registers.

2.3. Project Meetings

2.3.1. General Requirements

The Contractor’s personnel, including but not limited to the Contractor’s project manager and workstream leads, shall attend meetings with the City for the duration of the Project. The Contractor shall assign personnel to standing meetings to ensure the required expertise is available for each workstream. The

Contractor’s personnel shall attend either in person or via video using MS Teams. The City reserves the right to require on-site meetings as needed.

The Contractor and the City shall share meeting management responsibilities including scheduling, agendas, and minutes, as determined by the City. The Contractor and the City shall use meeting agenda and meeting minute templates provided by the City.

Meeting agendas will be distributed at least two (2) business days prior to the meeting. Meeting minutes will be circulated for review no more than five (5) business days after the meeting. Meeting minutes will be deemed approved five (5) business days after circulation unless comments are raised.

2.3.2. Start Up Meetings

Within twenty (20) business days of Contract award, the Contractor, the Contractor’s project manager, workstream leads and any other key personnel including Subcontractors (e.g., installation service providers, AMI manufacturers) shall attend a series of start up meetings. The Contractor should plan for the following at a minimum:

a) Start Up meeting - overall Project

b) Start Up meeting - technology, Software, and integration

c) Start Up meeting - field/civil work (installation, AMI Network deployment, customer communications)

2.3.3. Ongoing Meetings

After completion of the Start Up meetings in Section 2.3.2 and until the end of Installation and

Deployment, the Contractor’s key personnel including the Contractor’s project manager and workstream leads will attend the recurring meetings outlined in Sections 2.3.3.1 to 2.3.3.6.

2.3.3.1. Four Week Lookahead Meeting

The Contractor’s project manager and workstream leads will attend one meeting every four (4) weeks to review the overall Project schedule in general, and planned activities for the next four weeks in detail.

2.3.3.2. Technology Coordination Meeting

The Contractor’s project manager and the technology and quality workstream leads will attend one meeting per week to coordinate delivery of the technology scope of work.

2.3.3.3. AMI Network Coordination Meeting

The Contractor’s project manager and civil/field lead will attend one meeting per week to discuss the planning, propagation and installation of the AMI Network.

2.3.3.4. Installation Coordination Meeting

The Contractor’s project manager, along with the civil/field, quality, health and safety lead, and equity contractor workstream leads will attend one meeting per week to coordinate delivery of the civil/field scope of work. Each week the Contractor’s personnel shall be prepared to discuss:

a) Production (planned vs. actual, previous week and project to date by work type)

b) Difficult installations that require additional pre-approval for work to be complete

c) Completion by area (the Contractor shall have maps available when discussing completion by area)

d) Number of outstanding Service Orders by work type and their respective status

e) Customer communications

f) Task summary and details

g) Quality

h) Damage claims (documentation/status of resolution)

i) Warranty

j) Timing of new Areas

k) Status of follow-up on previous actions

l) Coordination with City staff, requests for City resources

m) Proposed extra work (Contractor will have list of all costs associated with the extra work, addresses, digital pictures, and recommended resolutions to support the discussion and decision-making process)

2.3.3.5. Contract Management Meeting

The Contractor’s project manager will attend one meeting a month to review contract performance and commercial issues including Change Orders, performance issues, and the payment process.

2.3.3.6. Other Meetings As Needed

As required, the Contractor and the City shall hold meetings on specific topics that require a small group or focused attention. The topic and frequency of these meetings will be determined during the Project.

2.4. Project Schedules

The Contractor is required to maintain three schedules: a master Project schedule, a four-week lookahead schedule, and a production schedule. Sections 2.4.1 to 2.4.3 set out requirements for each.

2.4.1. Master Project Schedule

With twenty (20) business days of the Contract execution, the Contractor shall submit a schedule of activities for the full Project. At a minimum, the master Project schedule will:

a) Be a Microsoft Project Gantt format

b) Include all key activities required to deliver the full scope of work

c) Be organized into Start Up, Proof of Concept, Installation and Deployment, and Close Out sections, and into relevant workstreams in each phase

d) Include work by others that is necessary for the Contractor to deliver the full scope of work

e) Show the system-calculated critical path

The City will work with the Contractor to provide the appropriate City activities, resources, and expected durations.

An updated master Project schedule, with explanation of any change from the previous month, will be submitted each month with the Contractor’s request for payment. Changes to the critical path, Substantial

Completion, or Final Completion shall only occur through a formal Change Order.

2.4.2. Four-Week Lookahead Project Schedule

Every four (4) weeks the Contractor shall issue a detailed schedule showing actual work completed in the previous four weeks and planned work for the next four (4) weeks.

2.4.3. Production Schedule

The Contractor shall develop and submit a production schedule in Microsoft Excel format that forecasts the weekly production by areas in a format acceptable to the City. This schedule should account for constraints on installation activities including billing blackout periods, pace of the City’s Meter

Replacement Project (MRP) crews, and weather.

The Contractor shall update the production schedule on a weekly basis with actual production, the number of installers, and a comparison to the forecast.

2.5. Project Completion Management

2.5.1. Substantial Completion

Substantial Completion is achieved once all fifteen (15) Areas have achieved Area Complete status and

99.5% of the AMI Radio Transmitters in all areas continue to pass the Read Success Rate (RSR). A resolution plan for any outstanding issues must be accepted by the City before a Substantial Completion certificate is issued.

Substantial Completion will represent the end of Installation and Deployment. The Contractor shall manage Project work to achieve Substantial Completion by June 30, 2030.

2.5.2. Final Completion

Final Completion is achieved once all of the Areas have achieved Area Complete status and the resolution plan for all outstanding issues has been implemented. Upon receipt of a Release of Claims the

Contractor may request release of Contract retentions.

Final Completion shall represent the end of Close Out. The Contractor shall manage Project work to achieve Final Completion within six (6) months of receiving Substantial Completion.

2.5.3. System Acceptance

System Acceptance will be requested when the Contractor achieves Substantial Completion. System

Acceptance will be achieved once all Areas have met Area Read Success Rate (see Section 2.6.8), less any meters that have known issues that are related to a City responsibility.

2.6. Area Completion Management

2.6.1. General

The City of Portland is made up of over 95 neighborhoods of varying sizes (see Exhibit 1). The service area is divided into 84 billing Cycles and 455 meter reading Routes.

Exhibit 1: City of Portland water service area with neighborhoods

To manage deployment, the City has created 15 Installation Areas based on the structure of the City’s reading Routes (see Exhibit 2 and Exhibit 3). The Contractor will manage installation sequencing through these Areas in compliance with Section 2.6.3 Area Management Criteria.

Exhibit 2: City of Portland territory map by installation area

Exhibit 3: Areas with Location Counts by Class

Area

Residential

Single Family

(RESSF)

Residential Multi

Family (RESMF)

Commercial

(COMM)

Number of

Locations

POC 8,418 334 318 9,070

AREA01 10,835 555 1,881 13,271

AREA02 13,991 897 976 15,864

AREA03 10,465 902 897 12,265

AREA04 11,252 588 570 12,411

AREA05 7,279 1,072 4,558 12,909

AREA06 8,778 771 1,677 11,226

AREA07 12,815 1,358 1,995 16,170

AREA08 10,849 884 1,193 12,926

AREA09 11,867 738 1,417 14,022

AREA10 11,020 1,191 1,195 13,406

AREA11 8,081 1,640 1,902 11,623

AREA12 8,721 1,452 1,350 11,523

AREA13 8,726 520 470 9,717

AREA14 10,619 802 786 12,207

WHOLESALE 53

Grand Total 153,716 13,704 21,185 188,663

2.6.2. The Proof of Concept Area

The City has selected an Area for the Proof of Concept (see Exhibit 4). The Area was selected based on geography, topography, expected AMI Data Collector site access, and the wide range of Location types.

Exhibit 4: Proof of Concept Area

2.6.3. Area Management Criteria

The Contractor will manage installation across the service area as follows:

a) The Contractor must only begin installation in the POC Area once IUAT is complete and has been accepted by the City

b) The POC Area must reach Area Complete, FUAT must be completed and be accepted by the City for work to commence in the next Areas

c) In Installation and Deployment, the Contractor may perform work in a maximum of two (2) Areas at any given time

d) The Contractor will sequence work by Area in the order established in the Contract

e) New areas shall be released only after open areas reach Area Complete

f) New Areas will be opened only after the AMI Network specific to the Area has been installed and accepted

2.6.4. Area Management Pace

The Contractor shall ensure that their pace of AMI Radio Transmitter installations does not conflict with the City’s MRP. The City plans to commence the MRP approximately twelve (12) months before the

Contractor begins the Installation phase and plans to complete the MRP by May 2029. The Contractor will regulate its installation pace such that it does not perform work in areas that were completed by the City less than three (3) months prior.

2.6.5. Area Completion Formula

Area completion shall be calculated using the status of all Service Orders within the area.

A = Installation Complete

B = City Tasks

C = Total Service Orders Provided to the Contractor

D = Cancelled

Area completion shall be calculated using the following formula:

Area Completion Percentage = ((A + B) / (C - D)) x 100%

2.6.6. Area Completion Status

The Contractor shall track and report on the status of all Areas using three (3) categories:

a) Area Closed: An Area where the City has not authorized…