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PMLP’s Meter Exchange Services -- Request for Proposal (RFP)
Peabody Municipal Light Plant (PMLP) Request for Proposals – AMI Meter Exchange Services Attachment: Vendor Technical Questionnaire Instructions to Bidders:
Please provide detailed responses to each of the questions below. If additional attachments, schematics, training manuals, or policy documents are required to support your answer, reference the document clearly in your response and attach it with the corresponding question number labeled.
Section 1: Project Organization, Workforce & Safety
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 1 |
| On-Site Installation Team & Hierarchy: Describe your proposed on-site organizational hierarchy, including Project Manager, Field Supervisors, Quality Auditors, and Installer FTE counts. Specify your planned supervisor-to-installer ratio and confirm whether field management will be on-site in Peabody full-time throughout the project. |
| 2 |
| Installer Training Program: Describe your proposed training program for field installers, including electrical safety, customer interaction, meter socket inspection, and meter handling. Provide sample training materials, syllabus outlines, and qualification policies. |
| 3 |
| Quality Assurance & Field Auditing: Describe your proposed Quality Assurance (QA) program for all installation work performed. Detail the auditing criteria, corrective action workflows, and reporting frequency to PMLP. |
| 4 |
| Field Vehicle Standards & Contractor Identification: Describe vehicle standards for field personnel (vehicle age, mechanical condition, commercial vs. personal lease). Confirm that all personnel will always wear standardized branded uniforms with photo ID badges visible, in addition to displaying PMLP contractor magnetic vehicle signs. |
| 5 |
| Hiring Standards, Background Checks & Drug Screening: Describe your proposed hiring policy and include specific details on minimum employee qualifications, drug screening protocol, driving record checks (RMV/DMV), and criminal background checks (CORI / national check standards). |
| 6 |
| Safety Record & OSHA Compliance Metrics: Please provide your company’s safety statistics for the past five (5) calendar years, specifically: OSHA Total Recordable Incident Rate (TRIR), Days Away, Restricted, or Transferred (DART) rate. Disclose any OSHA citations, electrical arc flash incidents, or lost-time accidents in performing meter services. |
Section 2: Mobile Technology, Data Tracking & GIS Geocoding
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 7 |
| Mobile Workforce Software & Handheld Devices: Describe your paperless mobile work management system and handheld hardware used by field crews. Detail built-in validation controls (e.g., optical barcode scanning of old vs. new meter, geofencing verification, forced photo upload before work order closure). |
| 8 |
| Daily Tracking, Accounting & Cutover Integration: Describe your daily progress tracking and accounting capabilities throughout the installation period. Confirm your ability to generate automated daily cutover data files by 7:00 AM each business day, including completed exchanges, access exceptions, attempt logs, and scheduled appointments. |
| 9 |
| GPS Location Data Collection & Accuracy: Describe your capability to collect GPS location coordinates for every installed meter at the socket face. Specify expected spatial accuracy, coordinate format (NAD83 / WGS84), and validation mechanisms. |
| 10 |
| Database Maintenance & Quality Control: Describe your database architecture, maintenance routines, and quality control processes that ensure all PMLP account, premise, and meter installation records remain secure, synchronized, and error-free. |
Section 3: Field Operations, Site Access & Exceptions
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 11 |
| Site Access Procedures & Attempt Thresholds: Describe your recommended approach and field procedures to gain access to all meter locations. Include your scheduling workflow, door hanger placement, and sequence of visits across different times of day. |
| 12 |
| Threshold Criteria for “Unreachable” Meters: Define your proposed threshold criteria to declare any meter as “unreachable”; (e.g., minimum of three distinct physical attempts at varied hours, at least one Saturday attempt, customer notice tags, and phone follow-ups) before returning work responsibility to PMLP. |
| 13 |
| Indoor Meter Key Management: Describe your recommended protocol and physical security measures for checking out, tracking, safeguarding, and returning PMLP customer keys for indoor meter installations. |
| 14 |
| Billing Blackout Windows Coordination: Describe your proposed installation scheduling process to exchange meters dynamically around PMLP cyclical billing blackout windows to prevent unbilled energy or truncated billing cycles. |
| 15 |
| Installation Exception Identification & Resolution: Describe your installation exception handling process, categorization codes (e.g., locked gate, dog, broken glass, customer refusal), and escalation workflow to PMLP. |
| 16 |
| Tooling & Installation Consumables: Describe what field installation tools, safety gear (PPE), and consumable materials are included in your proposal (excluding meters and A-base adapters supplied by PMLP). |
| 17 |
| Hybrid Deployment with PMLP Workforce: Can your mobile work management software and dispatch processes accommodate using PMLP internal technicians to supplement your installation team (including system access, licensing, and route segregation)? |
Section 4: Safety Hazards, Tampering & Socket Integrity
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 18 |
| Identification & Protocol for Hazardous Conditions: Describe your protocol for identifying, documenting, and resolving hazardous conditions at the service entrance (e.g., deteriorating cloth wiring, ungrounded enclosures, water intrusion, structural damage). Detail clear stop-work criteria. |
| 19 |
| Hot-Socket Hazard Detection & Jaw Tension Testing: Describe your technical methodology to identify potential hot-socket hazards, including mechanical blade jaw tension pull testing and thermal inspection. Specify the exact equipment, testing parameters, and pass/fail thresholds. |
| 20 |
| Meter Tamper and Energy Diversion Reporting: Describe your protocol to immediately detect, document, and report suspected meter tamper and energy diversion situations (e.g., bypassed sockets, inverted meters, cut seals, unauthorized jumpers) without confronting the customer. |
| 21 |
| Customer Property Damage & Outage Protocols: Detail your standard operating procedure for handling customer property damage incidents (e.g., broken socket blocks, damaged siding, dropped neutral, appliance surge damage). Specify your minimum response time for dispatching a field supervisor to the site. |
Section 5: Meter Resale, Recycling, Inventory & Retention
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 22 |
| Secondary Market Resale Strategy (Landis + Gyr Focus): Detail your capability and commercial proposal to market and resell removed Landis + Gyr Focus meters on the secondary utility market. Detail your testing/certification process, sales pipeline, and proposed net revenue-sharing model (fixed credit vs. profit-sharing). Confirm your agreement to de-badge, destroy, or completely remove all “PMLP”; logos, property tags, and utility serial markings prior to resale. |
| 23 |
| Environmentally Certified Recycling & De-manufacturing: For meters not suitable for resale, describe your de-manufacturing, recycling, and disposal protocols. Detail your processing for electronic scrap. Confirm whether you hold or utilize downstream vendors certified in R2v3 or e-Stewards, and confirm provision of formal e-Stewards and Destruction / Recycling to PMLP. |
| 24 |
| Hazardous Material & Battery Disposal: Describe your protocol for the safe removal, packaging, documentation, and DOT-compliant transport of hazardous materials removed from meters, specifically internal super capacitor. |
| 25 |
| Meter Inventory Management & Cross-Dock Operations: Describe your logistics workflow and system for managing new meter shipments, staging at the PMLP cross-dock, serial barcode chain-of-custody tracking, and defective unit handling. |
| 26 |
| Quarantine & Acceptance Testing Coordination: Describe your process for quarantining new shipments of Landis + Gyr Revelo meters at the cross-dock to accommodate PMLP third-party or meter shop sample acceptance testing prior to release into the field. |
| 27 |
| Removed Meter Palletizing & Retention: Describe your process for cataloging, palletizing, and securely storing removed meters. Confirm your procedure for retrieving an individual meter within 24 hours if requested for customer billing verification. |
Section 6: Customer Service, Evidence & Cybersecurity
| # |
| Question Title & Description |
| Bidder Response / Cross-Reference |
| 28 |
| Customer Support & Call Center Operations: Describe your call center capabilities to support customer inquiries, appointment scheduling, and field escalations. Detail operating hours, inbound call handling SLAs, IVR systems, and bilingual support capabilities. |
| 29 |
| Mandatory Photographic Evidence Protocol: Describe your workflow for capturing, validating, and archiving mandatory high-resolution, GPS-tagged, time-stamped digital photographs for every exchange: (1) Pre-exchange register reading & seal; (2) Socket jaw inspection integrity; (3) Post-exchange Revelo meter register reading, barcode label; newly locked PMLP seal. Detail how photos are indexed and how PMLP accesses them via portal or API. |
| 31 |
| Cybersecurity, PII Protection & Information Governance: Describe your physical and electronic security safeguards for protecting PMLP customer records and grid data. Detail data encryption standards in transit (TLS 1.3) and at rest (AES-256) on field handhelds and cloud servers. Confirm SOC 2 Type II compliance status or equivalent, device sanitization protocols, and history regarding lost devices or security breaches. |
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