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.
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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.
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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.
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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
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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
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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.
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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.
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