9-001 RFI 27000705.pdf

REQUEST FOR INFORMATION

DIRECT CELLULAR ADVANCED METERING INFRASTRUCTURE

WATER METERS, ENDPOINTS, INTEGRATION, CUSTOMER PORTAL, AND SUPPORT

Solicitation No.

27000705

Proposals for this requirement will be accepted until 2:00 P.M. on October 28, 2026

Proposals May be Mailed or Delivered to:

City Secretary

City of Midland

Suite 330

P.O. BOX 1152

Midland, Texas 79702-1153

(300 N. Loraine, Suite 330 Midland, TX 79701)

No Late Proposals Will Be Accepted

NOTICE TO PROPOSERS:

1. THE ATTACHED CONTRACT AND INSURANCE REQUIREMENTS ARE NON-NEGOTIABLE. MODIFICATIONS BY PROPOSER/CONTRACTOR OF ANY MATERIAL TERM(S) TO THE CONTRACT DOCUMENTS WILL BE DEEMED A NON-RESPONSIVE PROPOSAL. NON-RESPONSIVE PROPOSALS WILL BE REJECTED. PROPOSER/CONTRACTOR MUST BE WILLING TO SIGN THE CONTRACT AS IS AND WITHOUT MODIFICATIONS, PROVIDE PROPERLY EXECUTED BONDS (IF APPLICABLE) AND PROVIDE INSURANCE SPECIFICALLY AS REQUIRED WITHIN THE CONTRACT DOCUMENTS WITHIN 21 DAYS OF THE DATE OF THE TRANSMITTAL LETTER.

2. IF THE SELECTED PROPOSER/CONTRACTOR CANNOT MEET THE REQUIREMENTS OF PARAGRAPH 1, THEN THE CITY

RESERVES THE RIGHT TO AWARD THIS PURCHASE TO ANOTHER PROPOSER.

3. IMPORTANT NOTICE – IF THE CONTRACT DOCUMENTS REQUIRE WORKER’S COMPENSATION INSURANCE, PROPOSER/CONTRACTOR MUST CARRY WORKER’S COMPENSATION INSURANCE TO BE ELIGIBLE FOR THIS CONTRACT. IF YOU CANNOT PROVIDE WORKER’S COMPENSATION INSURANCE AS REQUIRED BY STATE OF TEXAS STATUTE WE RESPECTFULLY REQUEST THAT

YOU “NO BID” THIS WORK

4. COMPLIANCE. – COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS GOVERNMENT CODE SECTION 2252.908, ET SEQ., AS AMENDED. COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS LOCAL GOVERNMENT CODE SECTION 176.006, ET SEQ., AS

AMENDED.

5. PUBLIC INFORMATION. TO THE EXTENT THAT PROPOSER IS SUBMITTING A PROPOSAL FOR A CONTRACT DESCRIBED BY SECTION 552.371 OF THE TEXAS GOVERNMENT CODE, PROPOSER AGREES AS FOLLOWS IN ACCORDANCE WITH SECTION 552.372(B) OF THE TEXAS GOVERNMENT CODE: THE REQUIREMENTS OF SUBCHAPTER J, CHAPTER 552, GOVERNMENT CODE, MAY APPLY TO THIS PROPOSAL, AND THE CONTRACTOR OR VENDOR AGREES THAT THE CONTRACT CAN BE TERMINATED IF THE CONTRACTOR OR VENDOR KNOWINGLY OR INTENTIONALLY FAILS TO COMPLY WITH A REQUIREMENT OF THAT SUBCHAPTER.

CITY OF MIDLAND, TEXAS

CITY OF MIDLAND | CELLULAR AMI WATER METER SYSTEM | DRAFT FOR REVIEW

Technical RFI Draft - Standard City forms and legal terms to be added by Purchasing

Recommended procurement structure

Use a best-value RFI for a phased direct-cellular AMI migration. The base response should cover meter and endpoint supply, cellular service, vendor head-end/device-management software, integration to SmartWorks Compass and NorthStar, Neptune 360 interoperability during the transition, pilot deployment, training, warranty, and support. Field installation can be bid as an optional service or issued separately after the technology is selected.

Important architecture decision

For this solicitation, “direct cellular AMI” means each meter endpoint communicates through a commercial cellular carrier directly to the respondent’s hosted head-end environment. A fixed radio network that uses cellular only as collector backhaul does not satisfy the base requirement.

Draft assumptions

The City will continue operating its existing fixed-radio AMI system and Neptune 360 meter-read collection software during a multi-year transition.

NorthStar will remain the City’s customer information and utility billing system.

SilverBlaze will remain the City’s customer self-service portal. Customer-facing interval usage, leak information, and applicable alerts shall be delivered through SmartWorks Compass/MeterSense, Neptune 360, or another City-approved, production-supported interface.

Neptune 360 is the City’s current meter-read collection software. The proposed cellular solution must support either direct integration with Neptune 360 or a City-approved method to export and import required meter-read data into Neptune 360 during the transition.

The selected respondent will be the single point of responsibility for end-to-end meter data delivery and integration, even when third-party software vendors or cellular carriers are involved.

The City may purchase meters for new services, failed-meter replacements, targeted replacement areas, and future system-wide conversion; quantities are estimates and are not guaranteed.

CONTENTS

Section Title

1 Solicitation Overview

2 City Background and Project Objectives

3 Scope of Work

4 Mandatory Pass/Fail Requirements

5 Water Meter Requirements

6 Cellular Endpoint and Network Requirements

7 Software, Data, and System Integration

8 Cybersecurity, Privacy, and Hosting

9 Implementation, Pilot, Migration, and Acceptance

10 Training, Support, Warranty, and Service Levels

11 Optional Turnkey Installation Services

12 Deliverables

13 Respondent Qualifications

14 Response Submission Requirements

15 Pricing and Total Cost of Ownership

16 Evaluation and Selection

17 Special Contract Conditions

A-G Response Forms and Appendices

This contents list identifies the principal technical sections. The City’s standard solicitation instructions, legal terms, insurance provisions, and required forms should be added by Purchasing before issuance.

1. SOLICITATION OVERVIEW

Item Information

Solicitation Direct Cellular Advanced Metering Infrastructure Water Meters, Endpoints, Integration, and Support

Solicitation Number 27000705

Issuing Department City of Midland - Utilities / City Utility Billing, in coordination with Purchasing and Information Technology

Issue Date October 14, 2026

Pre-Response Conference October 21, 2026

Microsoft Teams meeting at 11:00 am to 12:00 pm Join: https://teams.microsoft.com/meet/280466445953933?p=MkSNlSt5WwaZ3Kp66k

Meeting ID: 280 466 445 953 933 Passcode: 8rt3A5Dr Need help? | System reference Dial in by phone +1 469-998-7636,,361909425# United States, Dallas Find a local number Phone conference ID: 361 909 425#

Deadline for Questions October 23, 2026

Response Due Date October 28, 2026

Submission Method Sealed Bid(s) will be received until 2:00 P.M. on October 28, 2026, to be opened at 2:00 P.M., in the Council Chambers located at City Hall, 300 N. Loraine, Midland, TexasElectronic submission only through the City of Midland Euna e-procurement portal

Anticipated Award January 2027

Contract Term

The initial term is three (3) years beginning on contract award, subject to earlier termination under this Agreement. The City may exercise up to two (2) additional one-year renewal options by written agreement; renewal is not automatic. The initial award authorizes Phase 1 only. Neither the initial term nor any renewal authorizes Phase 2 purchases absent a Certificate of Pilot Acceptance and a separate written City authorization. Pricing is firm during the initial term. Any adjustment during an exercised renewal must follow the documented index stated in the agreement and shall not exceed three percent (3%) per year.

*These dates are our intended schedule; however, they may be changed as necessary without further notice.

1.1 Purpose

The City of Midland, Texas (City) is requesting best-value responses from qualified water meter manufacturers, advanced metering infrastructure providers, systems integrators, and authorized solution providers to furnish a direct cellular AMI water metering solution. The selected solution will support the City’s phased transition from its existing fixed-radio AMI system to direct cellular meter communication while preserving reliable billing and customer service throughout the transition.

1.2 Procurement Intent

The City intends to establish a long-term, manufacturer-supported platform and supply agreement for cellular-enabled water meters and related services. The City may purchase meters and endpoints annually for new services, routine replacements, targeted change-out programs, capital projects, and future system-wide migration. Estimated quantities will be provided in Appendix A and may be adjusted based on funding, operational needs, and system performance.

The City is not seeking a fixed radio system with cellular backhaul. Proposed endpoints must communicate directly through commercial cellular networks without relying on City-owned collectors, gateways, repeaters, or tower infrastructure for normal operation.

1.3 Best-Value Award

Award will not be based on price alone. The City may select a higher-priced response when the evaluation demonstrates superior integration, coverage, lifecycle value, performance, reliability, warranty, cybersecurity, service, or reduced implementation risk. The City may award the entire scope, selected options, a pilot phase, or no award.

1.4 Prime Contractor Responsibility

The respondent shall identify one legal entity as the prime contractor and single point of accountability. The prime contractor will be responsible for the complete solution, including meters, endpoints, carrier service, hosted head-end/device-management software, data interfaces, coordination with SmartWorks, NorthStar, and Neptune 360, pilot deployment, documentation, training, warranty administration, support, and subcontractor performance.

1.5 Phased Award and Pilot Contingency

The City may award a contract covering the proposed solution while initially authorizing only Phase 1, Pilot Equipment and Integration Services. The contractor shall have no authorization to perform or invoice for Phase 2 purchases unless the City issues a written Certificate of Pilot Acceptance under Section 9.3 and a separate written notice to proceed or purchase order for Phase 2. Pilot acceptance does not obligate the City to purchase any minimum Phase 2 quantity. If the City rejects the pilot under Section 9.4, it may end further deployment and exercise its rights under the agreement. The City may consider another respondent from this solicitation only to the extent permitted by applicable law, the solicitation, response validity, and required City approvals.

2. CITY BACKGROUND AND PROJECT OBJECTIVES

2.1 Existing Environment

The City currently operates a fixed-radio AMI water meter system and uses Neptune 360 for meter-read collection. The City’s existing meter base uses Neptune T-10 meters. The new cellular solution will be introduced through a phased migration while the existing AMI system and Neptune 360 workflows remain active. The City will provide the selected respondent with a current meter inventory, meter/register and endpoint model list, meter-size distribution, pit and lid conditions, account/service-point data, and representative locations for coverage analysis and pilot deployment.

Existing enterprise systems include:

NorthStar customer information and utility billing software (CIS/UB).

SmartWorks Compass, including MeterSense meter data management functionality (MDM).

SilverBlaze customer self-service portal for customer-facing usage information, leak information, and applicable alerts.

Neptune 360, the City’s current meter-read collection software, together with the current fixed-radio AMI head-end and related operational processes during the transition period.

City information technology, identity management, cybersecurity, GIS, work management, and reporting environments as applicable.

2.2 Target Architecture

Layer Primary Function Expected Data Flow

Cellular meter/endpoint

Measure usage; store interval data and events; communicate over commercial cellular network

Meter/endpoint to respondent head-end; two-way commands back to endpoint when supported

Respondent head-end / device management

Collect raw meter data; manage devices, firmware, carrier status, and communications

Secure, automated transfer of all required data and events to SmartWorks Compass

Neptune 360 (transition meter-read collection)

Continue current meter-read collection and operational workflows during the phased migration

Receive proposed cellular reads through direct integration or a City-approved head-end export/import method; coexist with legacy fixed-radio reads

SmartWorks Compass / MeterSense

Enterprise MDM, validation, estimation, editing, workflow, analytics, and billing determinant preparation

Validated billing determinants and workflow results to NorthStar; operational commands to head-end as configured

NorthStar CIS/UB

Customer, account, service point, meter inventory, billing, service orders, and customer-service workflows

Customer/meter/service data and requests to Compass;

billing and final/off-cycle read workflows

SilverBlaze customer portal

Customer-facing interval usage, leak information, and applicable alerts

Receive approved customer-facing data through SmartWorks or another City-approved production interface

2.3 Project Objectives

The respondent shall create a reliable, scalable direct cellular AMI platform that avoids continued expansion of City-owned fixed-radio network infrastructure.

The respondent shall maintain accurate and uninterrupted meter-to-cash operations throughout the transition.

The respondent shall deliver timely interval data, alarms, and device information to Neptune 360; validated billing determinants to NorthStar; customer-facing usage and leak information to Neptune 360; and City-approved meter-read data to Neptune 360 during the transition.

The respondent shall improve read reliability, low-flow capture, billing accuracy, leak identification, tamper detection, customer service, and operational efficiency.

The respondent shall reduce truck rolls, manual reads, collector maintenance, communication troubleshooting, and stranded infrastructure risk.

• The respondent shall protect City and customer information through secure device, network, cloud, and integration practices.

• The respondent shall minimize total lifecycle cost and avoid proprietary lock-in through documented interfaces, City data ownership, and transition assistance.

• The respondent shall provide a practical migration strategy that supports the City’s existing Neptune T-10 meters until scheduled replacement, including cellular retrofit options where technically feasible and cost-effective.

3. SCOPE OF WORK

3.1 Base Scope

The respondent shall provide project management and detailed implementation planning for the phases, including schedule, coordination, dependencies, risks, testing, deployment, and acceptance activities.

The respondent shall provide cellular coverage analysis using City service-point locations and representative field conditions.

The respondent shall provide direct cellular water meters and/or factory-integrated cellular endpoints in the required sizes and configurations.

The respondent shall provide cellular connectivity, carrier management, activation, provisioning, and ongoing service.

The respondent shall provide hosted AMI head-end and device-management software required to operate and support the endpoints.

The respondent shall integrate with SmartWorks Compass/MeterSense and Neptune 360; end-to-end validation with NorthStar CIS/UB; customer-facing data delivery and validation through SilverBlaze; and direct integration or City-approved data export/import capability for Neptune 360.

The respondent shall provide pilot equipment, pilot deployment support, acceptance testing, and performance reporting.

The respondent shall provide meter and endpoint configuration, asset data, documentation, training, warranty, software maintenance, cybersecurity support, and technical support.

The respondent shall provide unit pricing for annual meter purchases and all recurring fees for the full evaluated lifecycle.

The respondent shall provide transition and exit assistance, including complete data export and interface documentation.

3.2 Optional Services and Alternatives

Turnkey meter installation, exchange documentation, customer notification, old-meter removal, and restoration.

Cellular endpoint and register retrofit kits for City-approved existing Neptune T-10 meters and other approved meters/registers.

Remote shutoff, reconnect, or flow-restriction meters/endpoints for selected services.

External antennas, replacement lids, pit modifications, setters, valves, boxes, vault work, and other installation accessories.

Acoustic leak monitoring or pressure/temperature sensing integrated with the cellular meter solution.

Expanded customer engagement tools, provided they do not duplicate or impair the City’s existing SmartWorks, NorthStar, and Neptune 360 environment or transition workflows.

Additional professional services, reporting, analytics, or integrations requested by the City.

3.3 Quantities

The City will insert current inventory and estimated annual purchase quantities in Appendix A. Quantities are estimates only. The City does not guarantee a minimum purchase and may issue purchase orders based on actual need and available funding. The respondent shall maintain the offered product line, compatibility, and support for the contract term and disclosed lifecycle.

4. MANDATORY PASS/FAIL REQUIREMENTS

A response may be deemed nonresponsive if it does not clearly satisfy each mandatory requirement below or provide an acceptable, fully explained alternative. The City may request clarification but is not required to permit correction of material omissions.

ID Requirement Minimum Standard

M-1

Direct cellular architecture

Each endpoint communicates through a commercial cellular network directly to the respondent head-end; no City-owned collectors or gateways are required for normal operation.

M-2 Modern cellular technology Solution uses LTE-M and/or an equivalent current low-power cellular standard with a documented migration path to successor 5G services; no dependence on 2G or 3G.

M-3 Two-way communication Endpoint supports secure two-way communication for on-demand reads, configuration, diagnostics, and firmware updates, where technically applicable.

M-4 Compass integration Respondent accepts responsibility for a production interface that delivers all required data, events, and device status to SmartWorks Compass/MeterSense.

M-5

NorthStar validation

Respondent accepts responsibility for end-to-end meter-to-cash testing with SmartWorks Compass and NorthStar CIS/UB.

M-6 Phased coexistence Solution supports phased deployment while the existing fixed-radio system remains in operation.

M-7

Potable-water certifications

All wetted materials comply with NSF/ANSI/CAN 61 and NSF/ANSI/CAN 372 and all applicable federal and state lead-free requirements.

M-8 Applicable AWWA standard Meters comply with the applicable current AWWA standard for the proposed meter technology and size.

M-9 Submersible endpoint Meters, registers, endpoint connections, and antennas intended for pits or vaults are IP68 rated or demonstrably equivalent.

M-10 City data ownership The City owns all meter, event, device, integration, and configuration data and may export it without additional license or transaction fees.

M-11

Cybersecurity

Hosted systems use encryption in transit and at rest, MFA for privileged access, role-based access, audit logging, vulnerability management, backups, and documented incident response.

M-12 Comparable experience Respondent provides at least three comparable direct-cellular water AMI references, including at least one deployment of 25,000 or more endpoints or a City-approved equivalent.

M-13 Lifecycle pricing Response includes all one-time and recurring costs necessary for at least a 20-year lifecycle evaluation.

M-14 Performance guarantee Respondent accepts the minimum read-performance and acceptance requirements stated in this RFI or clearly proposes an equal or superior guaranteed SLA.

M-15

Neptune 360 interoperability

Respondent accepts responsibility for either direct integration with Neptune 360 or a City-approved export/import method, including mappings, testing, reconciliation, documentation, and disclosure of all third-party costs.

M-16 Existing Neptune T-10 compatibility

Respondent provides a model- and size-specific retrofit compatibility matrix for the City’s Neptune T-10 meter base and demonstrates representative compatible retrofits during the pilot.

M-17

SilverBlaze customer portal

Respondent supports and tests customer-facing usage and leak-information delivery through SmartWorks or another City-approved production-supported interface, with all costs and responsibilities disclosed.

M-18 Physical construction Base response for 5/8 x 3/4 inch through 2 inches uses lead-free bronze or approved copper-alloy main cases and bronze/brass threaded line connections.

M-19

High-resolution data

Meters log at 15-minute intervals or finer; one-minute capability is identified and evaluated with battery, warranty, latency, and lifecycle impacts.

5. WATER METER REQUIREMENTS

5.1 General

Meters shall be new, current-production models intended for long-term municipal potable-water service.

The respondent shall identify the applicable AWWA standard for each meter size and technology offered, including

C700, C701, C702, C703, C704, C708, C710, C712, C713, C715, or successor standard as applicable.

The City prefers solid-state meters with no moving measurement parts for residential and small commercial sizes.

Alternatives may be proposed when the respondent demonstrates equal or better lifecycle accuracy, maintenance, and total cost.

Meters shall maintain accuracy over the stated operating range and provide strong low-flow measurement appropriate for revenue billing and leak detection.

All meters shall have a permanently marked serial number and machine-readable barcode or QR code. Meter and endpoint identifiers must be available electronically before shipment.

Meters shall include a local visual register or approved local interrogation method that allows field verification when communications are unavailable.

Meters shall be suitable for horizontal or vertical installation as stated by the manufacturer. Any straight-pipe, orientation, grounding, or installation limitations shall be clearly disclosed.

The respondent shall disclose pressure rating, head loss, temperature range, materials, dimensions, lay lengths, weights, flange standards, and compatibility with common Midland meter boxes, setters, lids, and vaults.

The City may independently test delivered meters. The respondent shall describe lot acceptance, calibration, traceability, and replacement procedures.

Main case and connection materials For meter sizes 5/8 x 3/4 inch through 2 inches, the base response shall provide a lead-free bronze or other City-approved copper-alloy main case. Solid-state measurement technology is permitted and preferred where otherwise compliant; measurement technology and main-case material shall be evaluated separately.

Meter connection ends, coupling tailpieces or spuds, and threaded line connections shall be heavy-duty, cleanly machined lead-free bronze or brass. Plastic, composite, or synthetic-polymer line-connection threads will not be accepted in the base response.

A respondent may submit an alternate construction in addition to a compliant base response. The alternate shall include material specifications, pressure ratings, installation history, documented failure rates, warranty terms, and evidence demonstrating equal or greater field durability. The City is not obligated to accept an alternate.

5.2 Accuracy and Data

Factory calibration and test certification traceable to the meter serial number.

Register reading, interval consumption, reverse flow, continuous flow/leak, high flow/burst, empty pipe/dry meter, tamper, low battery, communication, and other available diagnostic events.

Configurable units, register resolution, billing digits, and interval length without replacing the meter.

Timestamped interval data with clear handling of Central Time, daylight saving time, clock drift, and UTC conversion.

Nonvolatile storage sufficient to backfill at least 60 days of hourly interval data after a communication interruption.

Respondents offering longer storage shall state the capacity.

Documented rollover behavior and treatment of estimated, substituted, or missing data.

5.3 Environmental and Physical Requirements

Continuous operation in Midland’s expected ambient and water temperature range, including extreme summer heat and freezing conditions.

Protection from full pit or vault submersion, condensation, humidity, dirt, insects, vibration, and normal utility chemicals.

UV-resistant and impact-resistant exposed components.

Tamper-resistant design and sealed connections. Field-spliced endpoint wiring is not preferred and must be clearly identified if required.

External or lid-mounted antenna options for marginal signal conditions, including metal lids and deep pits.

Meters, registers, endpoint electronics, field connections, and antennas intended for pits or vaults shall be fully potted or equivalently protected. The respondent shall state the IP68 test depth and duration and distinguish temporary submersion from continuous-submersion suitability.

Equipment shall be suitable for 0-100% condensing humidity. The respondent shall state operating and storage temperature ranges, cable types, maximum cable lengths, approved waterproof connectors and splice methods, strain relief, UV resistance, traffic-rated antenna options, and resistance to common pit contaminants.

The respondent shall disclose whether flooding, freezing, field splicing, antenna changes, lid modifications, or other approved field work affects warranty coverage.

Bottom plate and freeze protection Meter bottom plates should be constructed of lead-free bronze. An alternate configuration may be accepted only when it incorporates a purpose-designed, replaceable, low-cost breakable or poppable freeze-protection component intended to protect the meter body and measuring chamber during a freeze event.

The respondent shall provide the freeze-protection component part number, unit price, replacement procedure, required tools, expected field-labor time, testing evidence, normal availability, and warranty implications.

5.4 Warranty

The respondent shall provide a complete warranty schedule covering the meter body, measuring element, register/display, cellular endpoint, antenna, battery, firmware, and workmanship. The City prefers a 20-year design life and a full endpoint/battery warranty, with clearly stated full and prorated periods. The respondent shall identify all exclusions, labor coverage, shipping responsibility, failure-rate assumptions, and the process and turnaround time for replacement.

Lifecycle alternatives Tier A - Extended Lifecycle: Endpoint and battery warranty of at least ten years under the proposed operating profile. The respondent shall separately state calculated design life, expected life, full warranty, prorated warranty, logging interval, transmission frequency, and included cellular-service term.

Tier B - High-Resolution Alternative: Endpoint or register with a warranted life of at least five years that provides one-minute or similarly high-resolution logging. The respondent shall provide guaranteed or capped replacement pricing through Year 15.

Tier B field replacement shall be completed in less than five minutes by normally trained City personnel using the proposed tools and procedures, without disturbing the meter body or line connections. Compliance shall be demonstrated during the pilot.

Every endpoint or battery-life claim shall identify the assumed logging interval, transmission frequency, daily message count, signal strength, retry activity, operating temperature, on-demand read frequency, alarm frequency, firmware updates, outage backfill, and end-of-life criterion. Design life, calculated life, expected life, full warranty, and prorated warranty shall be reported separately.

5.5 Existing Neptune T-10 Meter Considerations and Optional Retrofit The City currently uses Neptune T-10 meters in various sizes and configurations. The City is not expressing a preference for either reuse of existing meter bodies or complete meter replacement. Respondents may offer retrofit solutions, complete replacement solutions, or a combination of both, based on lifecycle cost, reliability, compatibility, remaining service life, and overall value to the City.

If the respondent offers a retrofit option, the response shall include a model-by-model and size-by-size compatibility matrix identifying which existing Neptune T-10 meter bodies, registers/encoders, and endpoint configurations are compatible with the proposed cellular solution without replacement of the meter body.

For each proposed retrofit configuration, the respondent shall identify all required components, including the cellular endpoint, register/encoder, adapter, cable, antenna, lid, programming, and commissioning requirements. The response shall also provide the unit cost and disclose any effect on meter accuracy certification, warranties, register resolution, local visual reading capability, expected service life, or long-term support.

For configurations where retrofit is not recommended, supported, or economically advantageous, the respondent shall identify the reason and provide pricing for a complete replacement meter and all associated installation components.

Field splicing and non-factory connections are not preferred and shall not be used unless specifically approved by the City. Any proposed retrofit connection shall be sealed, submersible, factory-supported, and suitable for the environmental conditions found in City meter pits and vaults.

The pilot program shall include a representative combination of retrofit installations and complete meter replacements, when both approaches are proposed. The pilot shall evaluate compatibility, installation requirements, commissioning, data mapping, reading accuracy, cellular communications, reliability, lifecycle considerations, and long-term supportability.

The City reserves the right to select retrofit, complete replacement, or a combination of approaches by meter size, age, condition, location, or configuration. Any award decision will be based on the solution determined to provide the best overall value to the City.

6. CELLULAR ENDPOINT AND NETWORK REQUIREMENTS

6.1 Direct Cellular Communications

The endpoint shall communicate directly with one or more commercial cellular carrier networks and the respondent’s head-end system.

The normal system architecture shall not require City-owned collectors, repeaters, towers, backhaul circuits, or dedicated radio licenses.

The respondent shall identify supported radio technologies, bands, carriers, roaming arrangements, SIM/eSIM design, antenna configuration, and expected product support dates.

The City strongly prefers multi-carrier capability, carrier roaming, multi-IMSI/eSIM functionality, or another method that avoids single-carrier lock-in. The respondent shall explain how an endpoint can move to another carrier without physical replacement.

All cellular subscriptions, activation, carrier coordination, data usage, network management, and overage risk shall be included in the proposed recurring price unless expressly identified otherwise.

The respondent shall disclose any carrier-imposed fair-use limits, throttling, activation fees, suspension fees, deactivation rules, minimums, or early termination charges.

The respondent shall provide a documented plan for carrier technology sunsets, coverage changes, carrier failure, and future migration to successor cellular services.

6.2 Coverage Analysis and Remediation

Using City-provided service-point coordinates and representative installation information, the respondent shall conduct a desktop coverage analysis before award or during the pilot design phase, as directed by the City.

The respondent shall identify expected carrier coverage, signal quality, risk areas, assumptions, and proposed pilot locations.

The pilot shall include representative residential, commercial, industrial, edge-of-service-area, below-grade, deep-pit, metal-lid, vault, and known weak-signal locations.

The respondent shall provide a field method to confirm signal strength, carrier registration, endpoint identity, and successful data delivery before an installer leaves the site.

For failed or marginal locations, the respondent shall provide a defined escalation path using alternate carriers, external antennas, antenna relocation, endpoint configuration, or other approved remedies. Any recurring or one-time remediation cost shall be disclosed.

The City will not accept a solution that treats routine cellular coverage failures as an unpriced City responsibility.

The respondent shall identify which party is financially responsible for coverage-related site visits, external antennas, endpoint or carrier changes, antenna relocation, lid modifications, or other remediation required to achieve guaranteed performance. Any cost not separately disclosed shall be considered included in the proposed price.

6.3 Read Frequency and Performance

Meters shall record consumption at intervals of 15 minutes or finer. The City prefers systems capable of one-minute interval logging when the respondent demonstrates acceptable battery life, endpoint warranty, onboard storage, data-transfer frequency, integration latency, and lifecycle cost. The respondent shall state every available interval option and its effect on battery life and recurring cost.

The endpoint shall transmit stored interval data at least four times per day unless the City approves another schedule. More frequent transmissions may be proposed.

The respondent shall separately state measurement resolution, logging interval, normal transmission frequency, SmartWorks data-availability latency, Neptune 360 data-availability latency, SilverBlaze customer-portal availability, on-demand response time, outage-storage capacity, and automated backfill time. Logging frequency shall not be represented as data-delivery frequency unless they are the same.

On-demand reads and device status shall normally be returned within five minutes when the endpoint has cellular service and is not in a power-saving state that prevents immediate response. The respondent shall state actual expected response times.

The system shall automatically backfill interval data after communication restoration without duplicate billing or loss of time-series integrity.

The endpoint shall report battery condition, cellular signal metrics, carrier identity, last communication, firmware version, and communication exceptions

Metric Minimum Acceptance Standard Measurement Period

Daily endpoint reporting At least 98.5% of active pilot endpoints provide complete scheduled data within each rolling 24-hour period

30 consecutive days

72-hour reporting At least 99.5% of active pilot endpoints provide complete data within 72 hours 30 consecutive days

Billing read completeness

At least 99.9% of required billing reads available by the agreed billing cutoff, including automated retries and approved estimation workflow

Two complete billing cycles

Data integrity No unexplained duplicates, negative consumption, timestamp gaps, unit-conversion errors, or meter-to-account mismatches above 0.1%

Two complete billing cycles

Command success At least 98% successful on-demand read/diagnostic commands within the respondent’s stated response window, excluding documented carrier outages

Minimum 100 commands

7. SOFTWARE, DATA, AND SYSTEM INTEGRATION

7.1 Vendor Software Interface

APIs - Documented REST or SOAP interfaces covering all data available in the user interface - meter and endpoint inventory, reads, exceptions, alerts, events, and service orders. Full API documentation provided, with a non-production environment for testing. Vendor identifies an annual API Access fee, if any, not part of the standard software interface.

Esri GIS integration - Native ArcGIS integration that displays meters, endpoints, and collection infrastructure on a map within the application, consuming the City’s existing ArcGIS layers. Map view accessible to field crews, filterable by asset attribute and condition.

Single sign-on with MFA - SAML 2.0 or OpenID Connect federation to the City’s identity provider, with MFA enforced through City policy and role-based access capability available for City to provision access accordingly.

Vendor identifies any function requiring a local account outside SSO.

Standard water utility reports - Prebuilt reports delivered out of the box, including at minimum: asset inventory, asset location summary, meter non-communication, missing reads, unknown meters, power/battery status, active/inactive status, leak detection, and water loss analysis. All reports filterable, exportable, and schedulable.

Vendor identifies which are included in base licensing versus additional cost.

Standard visualization dashboard - Standard dashboards presenting key operational indicators, i.e., read success rate, non-communicating endpoints, open leak alerts, water loss, etc., with drill-down to the underlying records and assignment by user role.

Read-only data access - Direct read-only access to the underlying MDM data: replica database, view layer, or data warehouse feed, allowing the City to build its own reporting with its existing tools (Power BI, SSRS). Vendor provides a documented data dictionary.

7.1 General Integration Responsibility

The selected respondent shall design, configure, test, document, and support all interfaces necessary for reliable operation with SmartWorks Compass/MeterSense, NorthStar, SilverBlaze, and Neptune 360. The respondent shall coordinate directly with the City and all applicable platform support representatives. The prime contractor remains accountable for successful end-to-end operation regardless of which party performs a specific interface task.

All known third-party professional-services, licensing, interface, testing, and recurring fees shall be included as firm line items or clearly identified allowances. Unstated integration costs will be considered included in the response.

7.2 SmartWorks Compass / MeterSense Requirements

SmartWorks Compass/MeterSense will remain the City’s enterprise MDM and the primary platform for validation, estimation, editing, workflow, analytics, and delivery of billing determinants unless the City approves otherwise.

The respondent head-end shall provide an automated, production-supported interface to SmartWorks using a documented API, secure web service, message queue, SFTP file exchange, or another City-approved method.

The normal process shall be automated and shall not require manual file handling, spreadsheet manipulation, or duplicate data entry.

The interface shall support initial load, incremental updates, retries, acknowledgements, exception handling, reconciliation, and historical backfill.

The respondent shall provide all mappings, schemas, API documentation, sample files/messages, error codes, data dictionaries, configuration records, and test scripts needed to operate and maintain the interface.

The respondent shall not require the City to replace SmartWorks Compass, route billing around Compass, or purchase duplicative MDM functionality as a condition of using the proposed meters.

7.3 NorthStar CIS/UB Requirements

The solution shall support the City’s existing NorthStar-to-SmartWorks meter-to-cash architecture and all required customer, account, premise, service-point, meter, register, route, billing-cycle, and service-order processes.

The selected respondent shall participate in end-to-end validation of meter installation/exchange transactions, monthly billing reads, off-cycle reads, final reads, start reads, meter rollovers, multiplier handling, units, read dates, exceptions, and estimated-read processes.

When remote connect/disconnect or on-demand read options are included, the respondent shall support secure command initiation, acknowledgement, completion status, retry, exception handling, and audit history through the City-approved SmartWorks/NorthStar workflow.

The respondent shall support test and production environments and shall coordinate cutover so billing operations are not interrupted.

7.4 Neptune 360 Interoperability Requirements

Neptune 360 is the City’s current meter-read collection software and will remain in use during at least a portion of the migration from fixed-radio AMI to direct cellular AMI.

The proposed solution shall support at least one City-approved method: (1) a direct, automated, production-supported integration with Neptune 360; or (2) a scheduled or on-demand export from the respondent head-end in a format that can be imported into Neptune 360 without spreadsheet manipulation or manual re-keying.

The Neptune 360 data path shall include, to the extent supported by Neptune 360, meter and endpoint identifiers, service-point or account mapping fields, register reads, read dates and times, units, multipliers, read type and quality indicators, and relevant events or exceptions. The respondent shall clearly disclose any data that cannot be transferred or displayed in Neptune 360.

The respondent shall provide file layouts, mappings, API specifications, sample files/messages, import instructions, reconciliation procedures, and error-handling documentation for the proposed Neptune 360 method.

The respondent shall coordinate required testing with the City and applicable Neptune 360 support resources and shall include all known third-party professional-services, licensing, interface, testing, and recurring costs. Any requirement for the City to obtain a separate license or service from Neptune shall be clearly identified.

The SmartWorks Compass and NorthStar production meter-to-cash process shall remain automated. A City-approved Neptune 360 file import/export workflow may be accepted during the transition when direct integration is not available, provided it does not create duplicate billing records or impair reconciliation.

7.5 SilverBlaze Customer Portal Requirements

SilverBlaze is the City’s customer self-service portal. The respondent shall support delivery of customer-facing interval usage, leak information, and applicable alerts to SilverBlaze through SmartWorks Compass/MeterSense or another City-approved, production-supported interface such as Neptune360, and NorthStar.

The respondent shall participate in end-to-end testing from the meter/endpoint through the head-end, SmartWorks, and SilverBlaze. Testing shall verify account and service-point associations, units, interval timestamps, data latency, leak information, customer display, data gaps, corrected data, and backfilled intervals.

The respondent shall identify the supported interface method, data refresh frequency, dependencies, ownership of configuration and defect correction, and all one-time or recurring professional-service, connector, API, data-egress, licensing, testing, and support costs.

If SmartWorks or Neptune 360 is solely responsible for the SilverBlaze interface, the respondent shall still cooperate in data mapping, test-data delivery, reconciliation, defect investigation, and acceptance testing and shall clearly identify the limits of its responsibility.

7.6 Required Data Elements

Category Minimum Data Elements

Asset identity Meter serial number; endpoint ID/IMEI; register ID; service point; account/premise reference; meter size;

meter model; install/exchange date; firmware and hardware version

Usage Register read; interval consumption; interval start/end; units; multiplier; read type; quality flag;

estimated/substituted indicator; reverse-flow quantity when available

Events and alarms Continuous flow/leak; high flow/burst; reverse flow; tamper; empty pipe/dry meter; low battery; temperature;

pressure; shutoff/valve status; communication failure; firmware/configuration change

Communications Last successful communication; carrier; signal strength/quality; retry count; cellular registration status; external antenna indicator; activation/deactivation status

Audit Source system; original timestamp; processing timestamp; user or automated process; command request;

acknowledgement; result; exception and resolution history

7.7 Data Ownership, Access, and Portability

All City meter data, event data, metadata, device data, configuration data, logs, reports, and derived City-specific data are City property.

The City shall have continuous access to its data through the production interface and through bulk export in a documented, nonproprietary format, including the exports needed for the approved Neptune 360 workflow.

API access, routine exports, and data needed by SmartWorks, NorthStar, SilverBlaze, and the approved Neptune 360 workflow shall not be subject to per-call, per-record, data-egress, or transaction fees unless specifically priced and accepted by the City.

Upon request or contract termination, the respondent shall provide a complete export, data dictionary, configuration export, interface documentation, and reasonable transition assistance.

The respondent shall retain data for the period stated in its response, but not less than 24 months of interval data in the head-end unless the City approves a shorter period because SmartWorks and Neptune 360 is the long-term repository.

8. CYBERSECURITY, PRIVACY, AND HOSTING

8.1 Security Controls

Encryption in transit using TLS 1.2 or later and encryption at rest using AES-256 or equivalent industry-standard cryptography.

Unique device identity and authentication; no shared default passwords or unauthenticated device commands.

Secure boot, signed firmware, controlled over-the-air updates, rollback protection, and documented firmware support lifecycle where supported by the endpoint design.

Role-based access control, least privilege, multifactor authentication for administrative and remote support access, and configurable user roles.

Comprehensive audit logs for user access, data changes, device commands, firmware/configuration changes, exports, and security events.

Annual independent security assessment such as SOC 2 Type II or ISO 27001 certification for the hosted environment, with current reports made available to the City under appropriate confidentiality terms.

Documented vulnerability management, penetration testing, patch management, software bill of materials availability upon request, and notification of material vulnerabilities affecting the City.

Separation of customer tenants, secure backups, disaster recovery, business continuity, and tested restoration procedures.

City approval before use of offshore support or hosting locations that may access City data. The respondent shall disclose all data hosting and support locations.

Compliance with applicable federal and Texas laws, City policies, and City Information Technology security requirements.

8.2 Security Incident Notification

The respondent shall notify the City promptly, and no later than 24 hours after confirmation, of any actual or reasonably suspected security incident that affects City systems, City data, customer information, endpoint control, or service availability. The respondent shall preserve evidence, cooperate with investigation and notification obligations, provide regular status updates, and deliver a written root-cause and corrective-action report.

8.3 Hosting and Availability

The respondent shall identify hosting provider, regions, redundancy, uptime commitment, planned-maintenance practices, support hours, and disaster-recovery architecture.

Minimum hosted head-end availability shall be 99.8% monthly, excluding approved maintenance, with service credits or other remedies stated in the response.

The respondent shall state recovery time objective, recovery point objective, backup frequency, retention, and restoration testing frequency.

Planned maintenance that may affect data delivery or commands shall be communicated in advance and scheduled to minimize billing and operational impact.

9. IMPLEMENTATION, PILOT, MIGRATION, AND ACCEPTANCE

9.1 Implementation Plan

Within 30 days after notice to proceed, the selected respondent shall submit a detailed implementation plan covering governance, responsibilities, schedule, deliverables, data requirements, coverage analysis, configuration, interface design, cybersecurity review, testing, training, pilot deployment, acceptance, transition to production, support, and risk management. The plan shall identify all City, SmartWorks, NorthStar, Neptune 360, carrier, and respondent dependencies.

9.2 Pilot Phase

The City anticipates an initial pilot of approximately 500 meters/endpoints, or another quantity approved during negotiations. The pilot shall include all common meter sizes proposed for initial use and representative field conditions.

Pilot equipment and services shall be priced separately. The City may require successful pilot acceptance before authorizing broader purchases.

Field verification of carrier coverage and installation method.

Provisioning and accurate association of meter, endpoint, service point, and account records.

Automated delivery of interval data and events into SmartWorks Compass and successful delivery or import of approved meter-read data into Neptune 360.

End-to-end NorthStar billing-cycle, final-read, and off-cycle-read testing.

Read performance, data completeness, latency, backfill, command response, alarms, battery reporting, and exception management.

Installation workflow, mobile commissioning, exchange records, photos, GPS, old/new readings, and customer-service procedures if installation is included.

Cybersecurity, access controls, audit logging, support, escalation, and outage recovery.

Demonstration that existing fixed-radio meters and new cellular meters, including representative Neptune T-10 retrofits where proposed, can be processed concurrently through the City-approved SmartWorks, NorthStar, and Neptune 360 workflows without billing disruption.

End-to-end validation that customer-facing interval usage and leak information are correctly delivered to and displayed in SilverBlaze.

Timed field replacement of each proposed replaceable register, endpoint, battery assembly, antenna, and freeze-protection component by normally trained personnel using the proposed tools and procedures. The test shall document labor time and whether the meter body or line connections are disturbed.

9.3 Acceptance Testing

Phase Minimum Deliverable / Acceptance Gate

Design acceptance Approved architecture, interface design, data mapping, security documentation, coverage…