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HomeMy WebLinkAbout1988-04-12; City Council; 9381; Hand-Held Electronic Meter Reading SystemCITOF CARLSBAD — AGEND � BILL 1 ABC TITLE CEn yD� MTG. 4/12/88 CITY ATTYV �-�- . HAND-HELD ELECTRONIC METER DEPT. U/M READING SYSTEM CITY MG . RECOMMENDED ACTION: Adopt Resolution No. - 2 o accepting proposals and awarding a contract in the amount of $35,000.00 to ITRON of Spokane, Washington, for the Encore Electronic hand-held meter reading system. ITEM EXPLANATION: At the present time the Utilities & Maintenance Department, Water Livision is reading and recording sixteen thousand (16,000) water meters each month. This task requires three (3) employees working fifteen (15) days to complete. Meter records are maintained in books with each meter service in the City having its own meter page. The meter readers read and record each meter reading and compute the monthly consumption in the field. The finished meter book is delivered to Finance to begin the billing process. Finance checks each meter book, adds all new accounts, makes additions for new move -ins and move outs. The present billing process requires two (2) Finance staff four (4) days each month to key punch the data collected in the field to complete the billing cycle. This time consuming process prompted representatives from the Utilities & Maintenance and Finance Departments to investigate new and improved methods for meter reading and billing. The goal was to investigate and recommend a system that would improve cash flow, eliminate mathematical errors, improve reliability of meter readings, improve meter reading efficiency and eliminate the time consuming key punch process for billing. In addition to improving the meter reading and billing processes, staff also desired a system which was capable of being used for other purposes such as inventory control, and the pavement management rating process. During early 1987, City representatives reviewed demonstrations from various firms specializing ii: Electronic Meter Reading Systems. After considering all of the presentations and determining the needs of the City, a request for proposal (RFP) was developed and distributed on 'September 17, 1987 to firms that produced electronic meter reading systems. Three (3) responses were received by the requested date, October 1, 1987, from the following firms: (A) Radix Corporation (B) Syscon Corporation (C) Itron, Inc. 9 1 PAGE 2 OF AB # 93oor An evaluation committee consisting of staff representatives from Streets, Water, Information Systems and Finance were provided copies of the proposals to evaluate against a previously established criteria. Copies of the individual evaluations are attached. The system submitted by Itron, Incorporated met or exceeded all of the City's specifications; was the most versatile system and was unanimously recommended by the committee. Staff found Itron had these distinct features making it a superior product. (A) Specific keyboard, user friendly, easy to understand and operate., (B) Hand-held unit built specifically for utility use. (C) If hand-held unit is damaged, data cassette back-up is provided. No other vendor met this requirement. (D) "Easy Build" software provides for other uses such as Pavement Rating, Street Sign Inventory, Materials, Building Facilities, Maintenance and Sewer Lift Station Management and Rating. No other vendor provided software with this level of versatility. (E) Larger capacity - For future growth Twice as large as other systems (F) Local service center - Westminister, California (G) Superior training, which will enable the system to be implemented faster and with minimum errors. The total costs, including tax and annual maintenance costs for each system are: ITRON Basic System $18,635 IBM/PC System 8,742 Additional Travel. Cost 2,850 Annual Maintenance Costs 2,144 Tax 60 1,643 SYSCON $15,840* 8,742 1,505 1,474 RADIX $16,440* 8,742 2,136 1,511 TOTAL COSTS $34,014 $27,561 $28,829 *Both Syscon and Radix were non -responsive to the requirement that a data loss contingency be provided for in the hand-held devices. This feature prevents the loss of previously collected data in the event of a failure of the hand-held devices. Both Syscon and Radix software systems are also non -responsive to the specifications, in that the software provided is not adaptable for other uses. PAGE 3 OF ABr� Implementation of this system will save an estimated $12,000 annually in the Finance Department and an incalculable, but likely significant, amount in the Utilities and Maintenance Department. Based on the estimated savings in the Finance Department alone, the cost of the system can be amortized in less than 3 years and well within the 5 to 7 year life expectancy of the system components. FISCAL IMPACT: Funds for acquisition of Hand -Held Meter Reading Systems were not included in the 1987/88 budget. Funds in the amount of $35,000.00 are available in t',, unreserved retained earnings of the Water Enterprise Fund. EXHIBITS: 1. , Resolution No. -ELL-? - 2.' Unweighted Criteria 'valuation. 3.� Bid Evaluation. �I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 88-120 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING PROPOSALS AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR HAND-HELD METER READING SYSTEM WHEREAS, proposals have been received by the City of Carlsbad, California, for a hand-held meter reacting system; and WHEREAS, the proposal that was the best and most versatile system and the most responsive to the needs of the City was submitted by Itron of Spokane, Washington for the Encore Electronic Hand -Held Meter Reading System in the amount of S35,000.00; and WHEREAS, funds for acquisition of the system were not included in the 1987/88 budget and are available in the Unreserved Retained Earnings of the Water Enterprise Fund. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The above recitations are true and correct. 2. The City Council does hereby appr)ve the authorization to transfer this $35,000.00 into the Water Maintenance and Operation account number 501-820-6310-3900 (Capital Outlay), for the purchase of the Encore Electronic Hand -Held Meter Reading System. 3. The proposal of $35,000.00 by Itron of Spokane, Washington, for the Encore Electronic Hand -Held Meter Reading System is hereby accepted and the Mayor and the City Clerk are hereby authorized to execute a contract therefore. 1// LI 4 F V 6 7 8 9 10 11 12 13 14� 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED by the City Council of the City of Carlsbad, California, at a regular meeting held on the 12th day of April 1987, by the following vote, to wit: AYES: Council Members Lewis, Kulchin, Mamaux and Larson NOES: None ABSENT: Council Member Pet?7 C A. IS, Mayor ATTEST: �..� ALETHA L. RAUTE KRANZ, City C erk (SEAL) 2 HAND-HELD ELECTRONIC METER READING SYSTEM UNWEIGHTED CRITERIA EVALUATION CRITERIA FOR HAND-HELD (H-H) METER READING SYSTEM PERFECT RADIX ITRON SYSCON Vendor Experience 10 7 10 6 Effectiveness of high/low check 10 6 9 6 Can PC operator change data 10 7 8 7 Battery change affect seal of 10 7 8 7 Battery keying life 10 8 8 6 PC software ease of use 10 5 9 4 Ad hoc reporting capabilities 10 8 9 7 H-H ease of use 10 7 10 6 Search features of H-H 10 8 10 6 H-H waterproof 10 6 8 6 Customized H-H keys 10 7 10 5 <' H-H display back light 10 8 9 5 H-H size & weight 10 7 8 8 Impact resistance 10 7 8 9 H-H memory size 10 5 10 6 H-H guarantees 10 6 8 7 Quality of training 10 7 10 7 Will vendor install hardware 10 9 9 9 Parallel testing 10 5 7 5 Maintenance response time 10 6 9 7 Maintenance replacement policy 10 7 7 6 Software maintenance correction 10 7 7 7 Software modify under maintenance 10 6 6 5 other applications available 10 7 10 6 ' Remote adaptability 10 7 9 7 Data back-up/cassette feature 10 0 10 0 ` TOTAL 260 170 209 161 k Percent of Perfect System 100% 68% 800 650 RATING SCALE: 0 = Not Acceptable 1 - 3 = Below Average Performance 4 - 6 = Average Performance 7 - 9 = Desired Performance 10 = Above Expectations HAND-HELD ELECTRONIC METER READING SYSTEM UNWEIGHTED CRITERIA EVALUATION CRITERIA FOR HAND-HELD (H-H) METER READING SYSTEM PERFECT RADIX ITRON SYSCON Vendor Experience 10 7 8 7 - 7 Effectiveness of high/low olieck 10 7 7 Can PC_ operator change data 10 6 6 6 Battery change affect seal of 10 6 6 6 Battery keying life 10 7 E 6 PC software ease of use 10 5 8 4 7 Ad hoc reporting capabilities 10 5 5 i H-H ease of use 10 6 9 7 4 5- Search features of H-H 10 6 H-H waterproof 10 6 6 6 Customized H-H keys 10 3 8 3 x H-H display back light 10 7 7 7 H-H size & weight 10 8 6 7 5 7 Impact resistance 10 7 7 H-H memory size 10 7 6 7 6 6 H-H guarantees 10 6 8 6 Quali`y of training 10 will %-ndor install hardware 10 6 Parallel testing 10 5 5 5 5 5 Maintenance response time 10 7 6 6 5 Maintenance replacement policy 10 5 5 Software maintenance correction 10 7 7 7 Software modify under maintenance 10 5 5 5 Other applications available 10 6 Remote adaptability 10 5 5 5 5 5 ;. Data back-up/cassette feature 10 0 10 0 TOTAL 260 151 175 144 Percent of Perfect System 100% 6010 67% 58% RATING SCALE: 0 = Not Acceptable - 3 = Below Average Performance - 6 = Average Performance - P = Desired Performance 10 = Above Expectations 4 HAND-HELD ELECTRONIC METER READING SYSTEM UNWEIGHTED CRITERIA EVALUATION CRITERIA FOP HAND-HELD (H-H) + METER READING SYSTEM PERFECT RADIX ITRON SYSC'ON Vendor Experience 10 8 9 8 Effectiveness of high/low check 10 8 9 8 Can PC operator change data 10 8 8 8 Battery change affect seal of 10 5 6 5 Battery keying life 10 7 6 6 PC software ease of use 10 5 5 5 Ad hoc reporting capabilities 10 8 9 7 H-H ease of use 10 7 10 6 Search features of H-H 10 8 10 6 H-H waterproof 10 6 8 6 Customized H-H keys 10 7 10 5 H-H display back light 10 8 9 6 H-H size & weight 10 7 10 5 Impact resistance 10 7 8 9 H-H memory size 10 5 9 6 H-H guarantees 10 6 8 7 Quality of training 10 8 10 7 Will vendor install hardware 10 9 9 9 Parallel testing 10 9 9 9 Maintenance response time 10 9 9 6 Maintenance replacement policy 10 5 6 5 Software maintenance correction 10 5 5 5 Software modify under maintenance 10 5 5 5 Other applications available 10 5 5 5 Remote adaptability 10 6 6 6 Data back-up/cassette feature 10 0 10 _ 0 _ TOTAL 260 171 207 160 Percent of Perfect System 1001 680 80=, 640 RATING SCALE: 0 = Not Acceptable - 3 = Below Average Performance - 6 = Average Performance - 9 = Desired Performance 10 = Above Expectations HAND-HELD ELECTRONIC METER READING SYSTEM UNWEIGHTED CRITERIA EVALUATION CRITERIA FOR HAND-HELD (H-H) METER READING SYSTEM PERFECT RADIX ITRON SYSCON Vendor Experience 1ID j _ 9 6 Effectiveness of high/low check 10 6 a 6 Can PC operator change data 10 7 7 7 Battery change affect seal of 10 6 8 6 Battery keying ife-- — - 10 — 8 7­-7-- PC software ease of use 10 5 8 4 Ad hoc reporting capabilities 10 8 9 7 H•-H ease of use 10 7 10 6 Search features of H-H 10 8 10 6 H-H waterproof 10 - Customized H-H keys 10 7 6 H-H display back light 10 7 a 5 H-H size & weight 10 7 8 9 Impact resistance 10 7 8 H-H memory size — 10 - 5 9 6 fi-H guarantees 10 6 8 7 Quality Df training 10 8 10 7 Will vendor install hardware 10 9 9 9 Parallel testing 10 5 6 5 Maintenance response time 10 9 a — 6 Maintenance replacement policy 10 6 7 6 Software maintenance correction 10 7 7 7 Software modify Linder maintenance 10 7 7 7 Other applications available 10 8 10 7 Remote adaptability 10 7 7 7 Data back-up/cassette feature 10 0 10 0 TOTAL 260 172 219 162 Percent of Perfect System 100'0 69 % 84 ;, 65 0 RATING SCALE: 0 = Not Acceptable 1 - 3 = Below Average Performance 4 - 6 = Average Performance 7 - 9 = Desired Performance 10 = Above Expectations 11 BID EVALUATION HAND-HELD ELECTRONIC METER READING SYSTEM INTRODUCTION The RFP requested an electronic meter reading system that allows the transfer of data between the data capture devices and the City's mainframe via personal computer. The vendor would provide or recommend personal computers and printers compatible with the vendor's system. Each vendor was required to provide three (3) hand-held devices weighing no more than 33 oz. including batteries. Each device was to be self-contained, have adequate memory to perform for one 10-hour shift consisting of up to 450 water meters, provide back-up contingencies for data loss and be completely weatherproof. All interface devices had to be provided with the system to allow the transfer of data between the data capture devices (hand-held) and the City's mainframe via a personal computer. The vendor was required to provide or recommend PC units that would be compatible with existing mainframe. The vendor was required to provide or recommend printers to be used to generate reports from the data collected in the field. Finally, the vendor was to identify software applicability to other uses such as the pavement management rating system and inventory control. RVALitATTOW The systems bid by each vendor consisted of a basic system, interface hardware, taxes and maintenance costs for one (1) year. Travel costs associated with training are an added cost related to one vendor and are explained in detail in the following information. Following is an evaluation of each vendor bid by major component and sub -components. 1. Basic System Firm Cost Itron $18,635 Syscon 15,840 Radix: 16,480 Bid Evaluation - Hand -Held Electronic Meter Reading System Page 2 The basic system consists of all hardware, (except the IBM PC), software and training for installation and implementation of the electronic meter reading and billing system. The sub -components are discussed in more detail in the following narrative. A. Hand -Held Devices and Software Hand -Held Firm Cost Memory Capacity Back-tt! Contingency Itron 11,490 256K cassette back-up Radix 10,600 128K non -responsive Syscon 12,300 160K non -responsive The hand-held device is used in the field by the meter readers. Itron was the only vendor to meet the R.F.P. requirement for data loss back-up contingency. Radix and Syscon were non -responsive. 4� The Itron device also has a superior keyboard, specifically developed for meter reading, Itron utilizes more single -function keys then either Radix or Syscon, this makes the Itron systen more user friendly. The Itron key board may be changed for use in other tasks such as inventory control and pavement rating. B. P.C. Communicating Device/Charge Unit Firm Cost/Unit t t i Itron $2,120 Radix 1,340 Syscon 2,800 This unit is a table top storage, interface and recharging unit for the hand-held devices. All communication between the hand- helds and the PC is accomplished through this device. This system provides for unattended loading and unloading of both application programs and meter route data. C. Costs Related To Training One significant aspect of any hand-held meter reading system is the level and quality of training. 0 0 4 Bi.u 4L _ Hand -weld Electronic Meter Reading System ,vuvu�..,wv�v.. Page 3 The difference in training between the three vendors is shown below: ITRON NUMBER OF DAYS Total 5,025 9 days @ $558.33 per day includes 5 days on site. 4 days training at Itron in Spokane, Washington is also included in this cost. Cost of City staff travel to Spokane (4 staff = $2,850) is not included in the basic system bid and is an added cost to the City. SYSCON NTYMBER OF L_.YS Total 2,500 3 days @ S833.33 per day - on site c.nly RADIX NUMBER OF DAYS Total 4,500 3 days @ $1,500 per day - on site only Each vendor's bid includes a training component. Radix and Syscon offer three days of training on site, any additional training is extra. Technicians come to the work place for a minimal amount of time introducing the devices to our employees. Itron, on the other hand, offers five days of intensive training on -site which includes introducing the devices, how they work, interact with the PC, etc. The on -site training is preceded by four days of intensive training, off -site, in Spokane, Washington for those individuals responsible for system design/programming and trouble shooting, customer accounting and meter reading management. The off -site sessions involve hands on equipment and jystem training provided by Itron factory engineers, technicians and software design specialists. The following areas are covered during the training sessions: File layouts Programming requirements Data elements and format File transfer hardware and software PC configuration Hardware installation Bid Evaitiution - ;:and -Veld Vleot;rnnio Meter Reading System Page 4 System management Contingency plans Systems acceptance Management reports ai,d testing procedures The off -site sessions conclude with a session which formalizes the on -site implementation and training schedule. The off -site training sessions occur after Itron has first gathered most of the information required to custom design the meter reading system to fit the City's rules, regulations, procedures and meter management practices. Thus, the off -site and on -site training is specific to the Carlsbad situation. To accomplish this level of intensive training on -site, rather than off -site, would require the vendor to send staff and training equipment to Carlsbad for the training period. The estimated cost is $5,400 and substantially higher than the $2,850 estimated cost of travel for four staff to Spokane, Washington. 2. IBM/PC System: Required or Recommended By Vendor Firm Cost Itron $8,742 Radix 8,742 Syscon 81742 All three systems utilize the IBM Personal Computer to process information and transmit data between the mainframe and the PC communicating devices. Additionally, they can provide a variety of management and statistical reports as well as being utilized for pavement management, maintenance management, and a variety of inventory programs related to Meter Shop, Street and Sanitation stock. The Itron system is in service in over 100 water, gas and electric utility companies nationwide. The Cities of Anaheim and Azuza and the Southern California Edison Company are a few of their Southern California clients. Copies of the proposals are available at Utilities & Maintenance Administration. �i