RFP 2391 Phase 2 Instructions for Shortlisted Proposers.pdf

8/8/2025

RFP No. 00002391 AMI Supply, Installation, and Maintenance Services

Evaluation Phase 2 Instructions and Requirements for Shortlisted Proposers

Shortlisted Proposers to the above RFP are invited to provide a demonstration of their system.

Each shortlisted Proposer will apply for a date and time for their presentation and demonstration. Available dates and times are identified below. Additionally, each shortlisted Proposer will receive, in a separate letter a set of Clarifying Questions that relate to their responses to the RFP.

All Proposers on the shortlist to this RFP are required to comply with these phase 2 instructions;

failure to do so may be grounds for a determination of non-responsiveness and rejection of their proposal.

Demonstration Logistics and Content The demonstration will be held remotely, via MS Teams. MS Teams link to the date and time of the meeting will be provided by the City to the shortlisted Proposer once the date and time of their demonstration is confirmed.

The demonstration structure is considered set. Each Proposer will be allotted a maximum of four (4) hours of demonstration time, plus fifteen (15) minutes of breaks, and a firm end time.

We recommend that Proposers also reserve fifteen (15) minutes of their allotted time to address any questions from the evaluation team members. You can choose whether to answer questions during or at the end of your presentation.

All Proposers are requested to use their presentation time to respond to a standard set of questions attached to this document – see Demonstration Questions below. Your presentation should follow the sequence provided in the questions.

A combination of presentation and software demonstration is required. The demonstration shall be conducted in a live or test system (not just screen shots).

The Proposers may choose who from their team attends the demonstration, but the evaluation team prefers active participation from team members who are expected to be directly involved in Portland’s AMI system implementation.

Scoring The scoring of Phase 2 will be as follows:

Phase 2 Evaluation Criteria General Scoring

Evaluation Criteria Maximum Phase 2 Score

1. Demonstration 75

2. Clarifying Questions 25 Total 100

Additional Optional Evaluation Phases and Methods In addition to the standard evaluation phases above, the City may exercise one, or any combination, of the methods of Contractor selection described in PCC 5.10, and the City’s Public Contracting Rules: PCR 5.33, this may include but not be limited to: best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers that are eliminated at any stage of the evaluation process will be notified of their elimination.

Total Overall Score:

Following completion of each evaluation phase, the points from that phase will be added to each Proposers’s cumulative score from evaluation phase 1 to determine their Total Overall Score. The highest scoring Proposers, based on their Total Overall Score, may be identified as the finalist.

After the selection of the finalist there may be negotiations on costs and conformance to the City’s terms and conditions within the City’s Sample Contract. If the Contract with the finalist cannot be reached within a time period deemed reasonable to the City, the City may elevate the Proposers which possesses the next highest Total Overall Score to be the finalist.

Demonstration Scheduling:

The City has identified three dates for demonstrations. Shortlisted Proposerss are to notify James Moering at James.Moering@portlandoregon.gov as to which date they wish to give their presentations. Presentation dates will be assigned on a first come, first served basis.

Demonstrations and presentations are to include 15 minutes of breaks.

Date Time (all times Pacific) September 11, 2025 10:30 am to 2:30 pm September 19, 2025 11:00 am to 3:00 pm September 26, 2025 12:00 pm to 4:00pm

Before the Demonstration:

Proposers are asked to confirm their attendance and provide a list of attendees from their respective teams including:

mailto:James.Moering@portlandoregon.gov

Name Organization Title Project Role Email

Please provide attendee information at least three (3) business days in advance of your scheduled presentation to James Moering at James.Moering@portlandoregon.gov

Clarifying Questions Due Date Each shortlisted Proposer will receive by email a set of Clarifying Questions. Shortlisted Proposers are to provide written responses to James Moering at james.moering@portlandoregon.gov, no later than the following date and time:

September 8, 2025, at 5:00 pm Pacific Time.

The City of Portland appreciates the efforts put into the proposals received and looks forward to the demonstrations and responses which will be part of this next phase of RFP evaluation.

Respectfully, James C. Moering CPPO, CPPB, JD (he/him) Procurement Supervisor

City of Portland, Oregon Procurement Services | City Operations Phone: 503.823.8189 james.moering@portlandoregon.gov https://www.portland.gov/business-opportunities mailto:James.Moering@portlandoregon.gov mailto:james.moering@portlandoregon.gov mailto:james.moering@portlandoregon.gov https://www.portland.gov/business-opportunities

Demonstration Questions

General Overview and Project Team

• Project Team – Based on your response to RFP No 00002391 questions

2a, 2b, and 2c, address the following:

a. Provide an overview of the project team's organizational structure including all subcontractors (with positions and roles) and highlight the company and individual experience that your team brings to the project.

b. Describe how oversight of this project team is managed; if multiple subcontractors are involved, clearly describe reporting structure, roles, and accountability.

c. Describe how the Project Manager position will be staffed and where that individual will be located for the duration of the project.

d. Describe how field technicians are hired (e.g. hired locally and/or experienced technicians brought on-site, employees vs subcontractors)?

• Project Plan – Based on your response to RFP No 00002391 questions

2d, 3b, and the Project Schedule in Appendix B, provide an overview of your project plan, noting assumptions for staffing, productivity, expectations of support from the City, and your approach to managing the schedule in case of unexpected issues that may arise. Where possible, share examples where you have employed a similar methodology.

• Pricing – Based on your response to RFP No 00002391, Attachment F, Pricing Form, provide an overview of your pricing proposal. Your review should highlight any assumptions and variations and relevant clarifying comments.

• COBID Participation – Based on your response to RFP No 00002391 question 3e, address the following:

a. Discuss your plan to include COBID partners in your project team and what training and support you will provide them to grow their capabilities.

b. Discuss your experience in working with minority-owned, women-owned, veteran-owned businesses, and emerging small businesses in projects of similar scope.

AMI System

• Product Performance – Provide information on any occurrences in the past fifteen (15) years where your radio transmitter or data collector products experienced failures during their warranty periods that were in excess of 5% of the total devices shipped to a given customer. What were the causes of these failures? How was the customer’s issue handled? How were the products improved to prevent the recurrence of these issues?

• AMI System – Based on your response to RFP No 00002391 section 11, Advanced Metering Infrastructure Software, provide an overview of the AMI system’s functionality, highlighting key areas you feel will be valuable to the City. Be sure to include the following functionality:

a. Describe the software system’s SSO capabilities and how they apply to the City’s internal staff and customers.

b. Provide an overview of the navigation of the system’s main applications including meter reading software, headend software, and meter data management. Confirm which modules are included in your proposal and which are optional or at an extra cost.

c. Demonstrate the mapping functionality that is built into your software interface. Show the various ways in which metered accounts can be added to groups as well as moved from one group to another.

d. Describe how weather data is captured and presented in the software. If weather data is not currently incorporated into your software system, discuss your plans to introduce this function in future offerings.

e. Demonstrate how the system allows City staff to monitor the network’s performance.

f. Demonstrate how your solution can display and/or report on non-revenue water.

g. Demonstrate the virtual shut off capability of the proposed system. What additional products and software is required to enable this functionality? What is the additional cost?

h. Provide an overview of the range of standard reports that are available from your solution. Demonstrate how standard and custom reports are created, displayed and downloaded (graph and tabular). What is included in your proposal and what is an extra? Describe the amount of time it takes to have a custom report produced and the process for doing so.

i. Demonstrate how the solution displays consumption flags, such as continuous flow, zero consumption, high consumption, broken pipe, demand read, and others.

Additionally, describe how alarms and alerts can be tailored by City staff. Assume that the meters in use will be equipped with either Neptune ProCoder or Badger HR-E (analog) registers for meters 2” and smaller; assumed Sensus Electronic Register+ for meters 3” and greater.

j. Describe how your solution handles multiple-register meters.

k. Describe how data is encrypted from endpoint to the AMI software.

l. Describe the system’s data retention and archival policies and capabilities. If applicable, include cost information for different retention periods.

• Network Deployment – Based on your response to RFP No 00002391, questions 7a – 7d, describe your approach to: the propagation study included in your proposal, data collector placement and redundancy (RF fixed base systems), and network deployment.

• Data Management – Describe the integration effort between the proposed AMI headend and MDM systems with Cayenta system and the VertexOne customer portal.

Installation Services

• Work Requirements – Based on your response to RFP No 00002391, describe the project methodology that will be used to successfully implement the City’s AMI project. During kick off and startup activities, clarify which meetings will be conducted in person versus virtually, and which members of the project team are expected to attend.

• Data Management – Based on your response to RFP No 00002391 question 3d, provide a brief demonstration of the proposed electronic work order system and the utility-facing user interface for work order data.

• Data Management – Describe the integration effort between the proposed electronic work order system and Cayenta.

• Quality Assurance – Based on your response to RFP No 00002391, Technical Specifications, Part 3 – Requirements for Field/Civil Work, what types of validations and exceptions will happen in the field using your electronic work order system? What percentage of installations are validated through the MIS and/or pictures? Confirm the percentage of field inspections and frequency of the inspections. Discuss this process and what makes your approach effective.