Authorization To Issue Request For Proposals For Advanced

Authorization To Issue Request For Proposals For Advanced Metering

Infrastructure Deployment

Board Presentation July 11, 2019

1

Presentation Outline

Review AMI Procurement Process AMI Deployment RFP Feedback Next Steps Recommendation

2

AMI Project Timeline

Design Study, Communications Feasibility, IT Preparation

CEQA

Public Outreach

Business Process Re-engineering

Procurement Process & Vendor Selection

PoC Deployment

Full Deployment

Needs Workshop

Financial Analysis

Design Study Workshop

Results of Procurement

PoC Evaluation Report

Phase-1 Phase-2 Phase-3

Today 2018 2019 2020 2021 2022

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- Board Input Milestones Evaluation Criteria

Recommend RFP Issuance

Section 1: AMI Procurement Process Review

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Multiple contracts are required to execute the AMI Project.

Required procurements: AMI Deployment Contract (RFP 1) Customer Portal Contract (RFP 2) CIS Modifications (Sole Source, Cayenta) Construction Support (Amendment, EMA)

5

Procurement & Selection Process

Translate District’s AMI needs and specifications into contracting language.

RFP Development

Establish criteria for proposal evaluation.

Evaluation Criteria

Solicitation 8wk advertising period. Project briefing & RFI responses.

Staff evaluation of proposals against criteria. Interviews with top Proposer/s.

Proposal Evaluation

Results of procurement presentation by Staff.

Selection & Award

Negotiation Potential additional informational meetings and negotiation of contract.

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

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AMI Deployment RFP Procurement Process Timeline

Negotiation

Proposal Evaluation

Solicitation

RFP Development& Evaluation Criteria

May ‘19 Jul ‘19 Sept‘19 Nov ‘19 Mar ‘19

Board Review of the AMI Deployment RFP

7

Award of PoC & Implementation

Jan ‘19

Feb 2020 Board Meeting

Jan ‘20 Mar ‘20

Section 2: AMI Deployment RFP Feedback

8

Summary of Director Comments Responses 1. Suggestions for revisions and to add certain terms to

RFP definitions. Definitions and clarifications to be added.

2. Questions about approach and status; requests for background or context.

Explanations and information provided.

3. Questions about industry standards and available technologies. Examples requested.

Information and examples provided.

4. Questions about the Proof of Concept and Deployment phases.

Details and explanations provided.

5. Concurrence with RFP elements including warranty provisions, customer interactions, and questions for proposers.

Input acknowledged.

6. Suggestions related to alternate metering technologies and products.

Reference to AMI Design Study findings.

7. Suggestions related to debt financing, insurance and changes to meter reading and billing practices.

Acknowledged with deference to Board policy/direction.

9

Additional Staff Updates to the Draft AMI Deployment RFP

Revisions and coordination of language in the SaaS Agreement Standard Form.

Stronger pass-through language related to Contractor compliance with CEQA IS/MND and MMRP.

Edits to ensure consistency throughout the document.

Other minor changes and edits.

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Section 3: Next Steps & Recommendation

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Proposed Next Steps in the AMI Procurement Process

Incorporate feedback and release RFP. Receive proposals and evaluate. Present results of procurement process and

recommend award of the AMI Deployment contract.

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Staff Recommendation

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By motion, authorize the issuance of a Request for Proposals, in a final form approved by the General Manager, for the Advanced Metering Infrastructure Deployment contract, Job 10062.

Technical Evaluation Level 1 Technical Points

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Category Description Sub-Categories Technical Letter of Introduction

1. Project Overview

Project Goals and Business Drivers

100

Project Management Completion User Acceptance Project Schedule

2. AMI System

AMI System Experience

350 Radio Transmitter AMI Network Software AMI Software

3. Installation Services

Installation Project Experience

300

Field Personnel Work Requirements Data Management Customer Service Public Outreach Quality Assurance

4. Water Meter Specifications

Water Meter Experience

250

Water Meter Functionality and Features Encoder Register Functionality and Features Product Warranty and History Water Meter Support and History

Technical Points 1,000

Procurement Strategy

1. Water Meter Supplier

1. Installation & Deployment

1. AMI Technology

2. Customer Portal

4. CM & Inspection

Procurement: RFP 1

Procurement: RFP 2

Procurement: EMA

Amendment

Procurement Status:

RFP is 99% Complete Release: July 31, 2019

Award: February 13, 2020

AMI Procurement Strategy

Release: August, 2020

Award: February 13,

2020

3. CIS Interface

Procurement: Sole Source

Award: February 13,

2020

Amendment: February 13,

2020

Proposers: RFP will require a lead entity (Prime Contractor) to

propose. Require Proposers to have Partnerships with: Network providers Meter supplier Installers

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AMI Procurement Strategy

Business Needs – Summary of Findings

Legend: Blue = Essential Green = Important White = Future

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Detect misapplied meters

Tamper detection / zero consumption

Reduce accounts that should be zero

Move to monthly reading & billing

Better data for future rate development

Revenue Continuity


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Proactive use of leak detection

Reactive use of leak detection

Customer consumption analysis

Generation of goodwill with the District’s customer base

Customer Engagement

Vacation monitoring

Reduce Billing Error Complaints

Reduce billing exceptions

Enhanced conservation and customer engagement



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Detect register & cut-wiring problems

Reduce regular meter reading costs

Same day final and special reads

Improve meter reading safety & reliability

District Absorption

Achieve cost savings by reducing truck rolls

Remote turn-on / turn-off



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SCADA integration for improved operational optimization

Identify & quantify non-revenue water

Detect backflow events

Dynamic water balance

Operational Enhancement

(1 of 2)

Better data for hydraulic modeling, system operation and maintenance

Customer water conservation reduction of peak demand



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Pressure monitoring

Water use ordinance & regulation enforcement

Pressure monitoring customer complaints & fire flows

Acoustic leak detection

Water quality monitoring

Customer water conservation events management

Operational Enhancement

(2 of 2)


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Proof of Concept Definition

Proof of Concept Definition

5/8” ¾” 1” 1 ½” 2” 3” 4” 6” Grand Total POC 1 Warm Springs 254 183 124 402 69 6 4 2 1,044

POC 2.1 Fremont 264 572 7 3 1 1 848

POC 2.2 Newark 286 490 135 3 7 4 925

Grand Total 804 1,245 266 408 77 11 4 2 2,817

PoC accounts by meter size:

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CivicSpark Water Fellows Program

July 11th, 2019

“CivicSpark is a Governor’s Initiative Americorps program dedicated to building capacity for local

governments to address emerging environmental and social equity resilience challenges such as climate change, water resource management,

affordable housing, and mobility.”

2 July 11, 2019 Board Meeting

Americorps Network of national service programs Members commit their year to address critical

community needs, to make American people safer, stronger and healthier, to strengthen our communities, and to Get Things Done for America

3 types of Americorps programs: State and National VISTA: Volunteers in Service to America NCCC: National Civilian Community Corps

July 11, 2019 Board Meeting 3

CivicSpark

Administered through the Local Government Commission, Office of Planning and Research, and CaliforniaVolunteers

90 Fellows around California in 2018-19 Climate, Water, and Opportunity Access tracks 11 month term Very modest living allowance 1700 service hours $6,095 Segal Education Award upon completion


About Us


Hayley Padden

Graduated from the University of Michigan with a Political Science major and a Sustainability minor

Interested in the nexus between public policy and the environment

About Us


Melissa Brownlie Received a B.S. in

Environmental Management at the University of Queensland, Australia

Currently studying M.S. in Carbon Management at the University of Edinburgh, Scotland

As Fellows we added capacity for: Preparation for Water Conservation Legislation – SB

606 & AB 1668 for ‘Making Conservation a California Way of Life’

Water Conservation Outreach Other Water Supply & Planning Division Projects CivicSpark Projects


Preparation for Water Conservation Legislation The Dedicated Landscape Program

Updated landscape area measurements for 800 customer sites with dedicated landscape meters 50 million square feet updated

Data will be used for water use objective calculations & informing customers of their water budget

Researched city regulations and ordinances pertaining to new, retrofitted, and existing developments to inform demand forecast assumptions

Feasibility study for retrofitting mixed use meters to dedicated landscape meters

Assisted in facilitating a BAWSCA Hotel Pilot Online Water Use Audit Program


DLP Site Example


Water Conservation Outreach 25 businesses engaged through programs, studies, and

special projects Assisted with processing of water conservation rebates for 11

Commercial, Industrial, and Institutional customers

Tabled at 3 community events LEAF’s Earth Day, Tesla Earth Day, and the SFWCS with a

combined outreach total of 2,300 participants

Hosted 3 workshops at ACWD Water-Efficient Edible Gardening, Designing Native Gardens,

and Soil, Compost, and Mulch

Updated the water conservation website throughout the year 10 July 11, 2019 Board Meeting

Photos from community events


Water Conservation team at the San Francisco Water Conservation showcase in March

Water Conservation team at the LEAF Earth Day event in April

Special Projects Drafted a Manual Fish Ladder Operation guide for

Rubber Dam 3 Designed preliminary concept for a Rain Garden Pilot

Program Water Use Efficiency report completed for ACWD HQ

Opportunities for water savings identified included replacing toilets, faucets, and showerheads with more efficient models.


CivicSpark Projects Coordinated with LEAF Fremont to run a community

volunteer engagement event Adjacent to LEAF’s Stone Garden site in a field leased from

ACWD 12 one-time volunteers, 3 facilitators, 60 hours worked Sheet mulched approximately 6,000 square feet (1/7th of an

acre)

Attended the California Water Policy Conference in San Diego in April

Participated on Leadership Teams



Sheet Mulched Area


Highlights Melissa:

Tabling at community events Assisting with facilitating water conservation rebate programs

for customers Gaining experience into the important role water conservation

has in ensuring more efficient and wise use of water

Hayley: Learning more about water supply & other departments at

ACWD Seeing water conservation measures in place throughout the

community Talking to community members


Questions?


Documents

Authorization To Issue Request For Proposals For Advanced