CITY COMMISSION AGENDA ITEM

Department:	MSO		Commission Meeting Date:  October 2, 2018
Staff Contact:	Mike Lawless, MSO Deputy Director of Utilities
Recommendations/Options/Action Requested:
Authorize advertisement of Request for Proposals (R1812) for advanced metering infrastructure system (CIP# UT1898).
Executive Summary:		The City of Lawrence contracted with UtiliWorks Consulting to help staff prepare a complex and technical request for proposals (RFP) for a turnkey, fully-automated, two-way, fixed-base Advanced Metering Infrastructure (AMI) system, water meter equipment, installation services and/or installation support professional services. The quantity of water meter equipment is not yet finalized but will include approximately 34,000 radios, 33,000 water meter lids, 25,500 water meters, and 7,500 water meter registers. Staff recommends soliciting sealed proposals from qualified individuals, firms, contractors, or entities that can provide the services and equipment requested with the best technical solution and pricing value to the City. The purchasing process contemplates the needs for project phasing with the Customer Information System (CIS) and Meter Data Management Software Integration Project, which support the comprehensive metering and billing system. The RFP considers the technical complexities and scheduling requirements of the project, and encourages innovation and vendor input for value added concepts. Proposals will be evaluated on the following criteria: · Corporate overview and experience with AMI · Proposed AMI technical solution & services · Potential to leverage AMI network and backhaul for other city needs · System pricing, under separate, sealed submittal, including Software as a Service for AMI headend software, Network as a Service for AMI communications network and equipment, integration professional services to Infinity CIS and Harris SmartWorks Meter Data Management System, unit pricing for water meter equipment, and work order management system for mass meter exchanges Based on the proposal and system pricing evaluation, two to three vendors will be shortlisted for onsite presentations. Presentation scoring along with proposal and pricing scoring will determine the selected vendor to proceed with clarification of a final scope, fee, and contract terms. The final contract will be presented for Commission award. The selection and procurement method as outlined is anticipated to take about 6 months to complete. Consistent with purchasing policy, staff does not typically seek Commission authorization to advertise RFPs. The AMI project, including the AMI system, equipment and professional services, represents a $10.8 million effort. Due to the cost and scale of this strategic effort, staff is requesting Commission authorization to issue the RFP.
Strategic Plan Critical Success Factor		Innovative Infrastructure and Asset Management Core Services Sound Fiscal Stewardship
Fiscal Impact (Amount/Source):		AMI project funding is estimated at $10.8 million. Funding for this project was identified in the 2018 CIP and in the 2019-2023 CIP as project number UT1898CIP.
Attachments:
Previous Agenda Reports:		June 5, 2018, Consent #6(a) Approve UtiliWorks Consulting, LLC to proceed with Task Order 2 for Advanced Metering Infrastructure Procurement in an amount of $58,600.   Staff Memo & Attachments January 12, 2016, Consent #6(b) Authorize the Interim City Manager to execute a Professional Services Agreement in the amount of $95,295 with UtiliWorks Consulting, LLC for Advanced Metering Infrastructure Assessment, Project No. UT1507.   Staff Memo August, 11, 2015, Consent #13 Authorize staff to advertise a Request for Proposals, RFP R1505, for Advance Meter Infrastructure Assessment.   Staff Memo

Reviewed By: (for CMO use only)

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