HomeMy WebLinkAboutCCP 05-19-1997
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I. AGENDA
. ARDEN HILLS CITY COUNCIL WORKSESSION
ARMY RESERVE CENTER - 4655 LEXINGTON A VENUE NORTH
. MONDAY, MAY 19, 1997, 4:45 P.M.
. 4:45 P.M. 1. Call to OrderIRoll Call
. 4:45 P.M. 2. Approval of Meeting Agenda
. 4:50 P.M. 3. City I$sues - Short Term
a. Proposed Trail Expansions
. b. City Sponsorship, Day in the Park Event
c. 1996 Informal Presentation, Audit Findings, Abdo, Abdo & Eick
d. Gateway Business District (GBD), Feasibility Report
. e. ~ 99S Budget
Ie 6:10 P.M. 4. City Issues - Long Term
a. Assessment Policy
. b. Water Meters
. 7:30 P.M. 5. Miscell:meous Items
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. 7:45 P.M. 6. Adjourn
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. The above limes may vary depending upon length of issue discussion.
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Mav Meetin~s June Meetings .-
May 7 Planning Commission 7:30 P.M. June 9 Council Meeting 7:30 P.M. .
May 12 Council Meeting 7:30 P.M. Jnne 16 Council Worksession 4:45 P.M. .
May 15 Public Safety 7:30 P.M. June 18 Business Development 8:00 A.M.
Commission Committee .
May 15 Finance Committee 7:30 P.M. June 18 Planning Commission 7:30 P.M.
May 19 Council Worksession 4:45 P.M. June 19 Finance Committee 7:30 P.M. .
May2t Business Development 8:00 A.M. June 19 Public Safety 7:30 P.M.
Committee Commission .
May 22 Business Relations 4:00 P.M. June 24 Parks & Recreation 7:00 P.M.
Committee Commission
May 27 Economic Development 7:00 P.M. June 25 Newsletter Committee 6:00 P.M. .
Authority
June 25 Hwy. 96 Task Force 7:00 P.M. .
May 27 Parks & Recreation 7:00 P.M.
Commission June 30 Economic Development 7:00 P.M.
Authority ..
May 27 Council Meeting. 7:30 P.M.
(. Army Reserve Center) June 30 Council Meeting 7:30 P.M.
May 28 Newsletter Committee CANCEL .
May 28 Hwy. 96 Task Force 7:00 P.M.
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~. CITY OF ARDEN HILLS
MEMORANDUM
I DATE: May 16, 1997
I TO: Mayor and City Council
Brian Fritsinger, City Administrato@
FROM:
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SUBJECT: Administrator Comments for the May 19, 1997 Council Worksession
I 1. City Issues - Short Term
a. PrQPosed Trail Expansions
I Ms. Walsh will have available for discussion the proposed trail expansions being
discussed by the Parks and Recreation Commission.
I b. City Sponsorship. Day in the Park Event
The City has received a request for sponsoring an event at this year's Day in the
Park celebration. Staff would like to discuss the position of the Council on the
I use of sponsors.
c. 1996 Informal Presentation. Audit Findin~s. Abdo. Abdo & Eick
.. Representatives of Abdo, Abdo & Eick will be in attendance to informally present
the 1996 year-end audit results.
I d. Gateway Business District fGBm. Feasibility R~port
Staffhas worked with the Engineer to make additions and revisions to the GBD
I Feasibility Study. The Council may wish to discuss the impact of this study and
the various options available.
I e. ]998 Budll'et
Staff would like to present the preliminary 1998 Capital Improvement Plan for
Council consideration and discussion.
I 2. City Issues - Lonll' Term
a. Assessment Policy
I The Finance Committee may have recommendations in regards to potential
revisions to the City's current Assessment Policy.
I b. Water Meters
The City Council had requested an opportunity to review the Request for
I Proposals (RFP) and specifications for the water meter replacement project. Mr.
Stafford and Mr. Post have prepared these documents for Council's review and
~ comment.
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~. CITY OF ARDEN IDLLS
MEMORANDUM
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DATE: May 14, 1997
I TO: Brian Fritsinger, City Administrator I -J
I FROM: Cindy S. Walsh, Parks and Recreation Director Ct;J
SUBJECT: Request to sponsor a golf putting contest at the Day in the Park
I Syd Jensen from Burnet Realty contacted me about sponsoring a putting green contest at this
I year's Day in the Park Celebration. The contest would be open to all ages and consist of putting
golf balls on an artificial green. Syd Jensen would supply the prizes. Although Ms. Jensen is an
Arden Hills resident, she would be sponsoring the contest through her Burnet Realty business.
I She sponsors a this contest at the Slice of Shoreview and wants to be involved in Arden Hills.
Does the Council have any problems with a private business sponsoring a portion of the Day in
I the Park Celebration? I have also been contacted by another Realtor who is interested in
sponsoring a band at one of our parks as an "Entertainment in the Park" for an evening. To my
knowledge, we have not had sponsors for these types of activities. Ramsey County and several
.. other cities do have private sponsors for programs and special events. I am interested in finding
out what the City Council thinks about sponsorship of City activities.
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rOISlLTlXG &\GIIEERS 5/';}.7hl ~~
To: Brian Fritsinger, K~ Ringwald \j'_U~
I 1326 Energy Pari Olive From: Greg Stonehouse
St. Paul, MN 55108 GbP "
Subject: Revised GBD Feasibility Report ~'Obr
612.64.4-4389
I 1.800.888.2923 Date: May 15, 1997
Fax: 612.644-9446
Attached are fourteen copies of the preliminary report with revisions noted by City
I staff. The results of those revisions and other refmements or corrections to unit prices
have increased the total project cost to a maximum of $2,700,000. The major changes
I in costs are attributable to the following cost increases:
. Additional stormwater costs include a possible pipe jacking under the rail spur
I and the acquisition of property for the stormwater ponds which was not
included in the previous report.
. Additional costs in landscaping improvements related to adjustments to the
I unit prices presented in the "preliminary" report.
CIVil ENGINEERING
ENVIRONMENTAL Other iterns of note include:
._(IPAl
NING . The need for further clarification of traffic projections. To date, we have
SOliD WASTE received preliminary information from the Developer's traffic consultant
I STRUCTURAL related to projected traffic; however, a final street design will require more
SURVEYING detail. We have included a cost range for street construction by using the
TRAFFiC boulevard style (4-lane) roadway as a maximum, and the typical 36-foot
. TRANSPORTATION roadway as a minimum on Round Lake Road. There exists a possibility that a
3-lane design may be necessary with the volumes that are being generated by
ELECTRICAL/MECHANICAL Phases I through IV anctthe potential for the remaining undeveloped areas.
ENGINEERING
I . The level of storm water ponding coordination between the Developers and the
HVAC
City has not yet been determined.
POWER DISTRIBUTION
. The costs associated with such ponding and/or wetland consolidation has not
. SCADA been identified; however those costs may be a factor in the sale price ofland to
SYSTEM CONTRO~
potential developers.
. Again, I will not be present at Monday's meeting; however, please contact me with
any questions prior to that and I will make every effort to respond to your inquiries as
. soon as possible.
I OFFICES IN:
4;EAPOlIS
I OR lAKE
ST. PAUL
I WASECA
An Equal Opportunity Employer
CITY OF ARDEN IDLLS
~. MEMORANDUM
I DATE: May 16, 1997
I TO: Mayor and City Council
Brian Fritsinger, City Administrato~
FROM:
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SUBJECT: 1998 Budget Process
I While it feels like we just finished the }997 process, it's time once again to begin outlining the
issues and preparing for the 1995 Budget. The following are some initial thoughts on the 1995
I Budget process.
Budget Calendar
I Attached, the Council will find the proposed 1995 Budget Planning Calendar. This document is
intended to be used to plan for all upcqming meetings and hearings related to the 1995 Budget.
The Council may wish to consider holding budget discussions prior to regular scheduled Council
I meetings in addition to, or in place of,some of these dates.
Five-Year Capital Improvement Prot!'ram
Ie The second budget related document, which will be presented to the Council at the Worksession,
relates to the 1998-2002 Capital Improvement Plan (CIP). For the May 19, 1997 Worksession, I
I have asked the Department Heads to p~epare only a DRAFT 1995 CIP. A full CIP will be
discussed at the June 16, 1997 meeting.
I 1998 Budget Target/Parameters
To begin preparation of the 1995 Budget, staff has historically received some preliminary
direction from Council in the area of percentage increase or areas/projects which should or
I should not be included in the budget. In considering these parameters, the Council should be
aware of the following items:
I a Local 49 Union contra~t expires at the end of 1997
a Sheriff proposed increase on .0% for 1995
a Estimated HACA decrease*
I a Estimated LP A of $ *
a No Elections
a 1995, 1999, and 2000 Property Tax Reform and Levy Freeze*
I a Reductions in C/I class rates*
a Long-term uselmaintejlance of Park Fund
I *Changes still being considered by State Legislature.
It Recommended Action i
To determine Council target budget, begin CIP discussions, and schedule of budget meetings.
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~. CITY OF ARDEN HILLS
MEMORANDUM
I DATE: April 28, 1997
I TO: Department Heads
Brian Fritsinger, City Administrato@
I FROM:
Terry Post, City Accountant
I SUBJECT: 1998 Budget Planning Calendar
As in past years, the first review of the Preliminary 1995 Budget will occur at the May Council
I Worksession. The following calendar should be used by each department to prepare for the 1995
Budget.
I Tentative 1998 Budget Planning Calendar
~ Planning Process Item
May, 1997 * Develop Preliminary 1995 - 2002 CIP Plan
I Incorporate Council Priorities into 1995 Planning
.. May 19, 1997 * Council/Staff discuss parameterslTarget budget
Preliminary CIP/SchedulelBaseline budget reviewed
I June 16, 1997 * Finalize CIP/Staffing/EDNGBD
July 21,1997 * First cut of proposed budget
I August IS, 1997 * Second cut of budget with input from July meeting
I September S, 1997 * Modify budget as required from August meeting
Before September 15, 1997 * Council Adopts Preliminary Levy and the Preliminary
I Levy is certified to Ramsey County
November 17,1997 * Budget updatelPreview Truth-in-Taxation (INn
I Materials
I ** On or Around Dec 1, 1997 * TNT Public Hearing
** December S, 1997 * Council Adopts Final Levy and 1997 Budget
I December 29,1997 * The final levy is certified to County
,. .. Dates for the Truth.in-Taxation meetings are dependent upon other jurisdictions' scheduled ,hearing dates.
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~ CITY OF ARDEN IDLLS
MEMORANDUM
DATE: May 16, 1997
. TO: Brian Fritsinger, City Administrator
Ys.
. FROM: Dwayne Stafford, Public Works Superintendent
SUBJECT: Water Meter Replacement
. Backl!'round
. At the March 17, 1997, Council Worksession the Public Works Superintendent had presented
Council with a memo recommending the City of Arden Hills begin replacing and upgrading all
of the commercial and industrial water meters.
. Council gave the Public Works Superintendent instructions to proceed with the preparation of
specifications for the project for the purpose of review by the Council.
. Specifications
The Public Works Superintendent has put together the attached specifications for Council's
.. consideration. If Council decides to proceed with this project, staff would immediately issue
requests for proposals, which would be due by Friday, June 13, 1997, at 2:00 p.m.
. Requested Action
The purpose of the proposal is to furnish the City of Arden Hills all necessary meters and
. accessories to provide the City with radio read commercial and industrial City water meters. As
part of the proposal, the supplier would also furnish the City the radio read interrogator and
necessary software to download this interrogator into the City's billing computer. The Public
. Works Superintendent asks for Council comment on the attached specifications and proposal.
Enclosure
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. CONTRACT DOCUMENTS
FOR
I CITY OF ARDEN HILLS, MN
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. CONTRACT NO: 97 CII METER
LOCATION: Arden Hills, Minnesota
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. REPLACEMENT OF COLD WATER METERS
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. PROPOSAL DUE BY: Friday, June 13, 1997 at 2:00 P.M.
. COMPLETION DATE: June 30, 1998
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CONTRACT DOCUMENTS --
CITY OF ARDEN HILLS. MINNESOTA .
CONTRACT NO. 97 ell METER .
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REPLACEMENT OF COLD WATER METERS .
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DEPARTMENT OF PUBLIC WORKS ..
ARDEN HILLS. MINNESOTA
BID DATE: JUNE 13. 1997 .
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Table of Contents .
Section Color .
Proposal FonnlAdditional Proposal Form White .
Information
Special Conditions Pink
Technical Specifications Blue .
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. Request for Proposal (RFP)
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Purpose of the RFP. The RFP is a body of conditions and specifications designated to
. facilitate the evaluation and selection of the most valued, not necessarily the least
expensive, automatic meter reading system rneetingor exceeding the specifications
. herein. Included in this RFP are specifications that the City has already determined to be
viewed as a minimum requirement. All vendors are invited to respond but must list all
criteria not meeting exactly the specifications contained herein in the exceptions
I questionnaire. Failure to do so will result in the expulsion of that vendors proposal.
. RADIO FREQUENCY
. METER READING SYSTEM
. for the
City of Arden Hills, Minnesota
.. Proposal Opening: 2:00 P.M.
. Friday, June 13, 1997
1450 West Highway 96
. Arden Hills, MN 55112-5794
I Respectfully Submitted By:
I Company Name:
. City, State:
I Authorized Signature:
Date:
. Total Proposal Amount:
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PROPOSAL -.
CITY OF ARDEN HILLS. MINNESOTA I
CONTRACT NO. 97 ell METER I
REPLACEMENT OF COLD WATER METERS
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NOTE TO BIDDERS: I
1. Bids opened at 2:00 p.m. Friday, June 13, 1997. I
STATEMENT OF NON-COLLUSION: I
I hereby swear (or affirm):
1. That I am the bidder (if the bidder is an individual), a partner of the bidder (if the bidder is ..
a partnership), or an officer or employee of the bidding corporation having authority to
sign on its behalf (if the bidder is a corporation); I
2. That the attached proposal has been arrived at by the bidder independently and has been
submitted without collusion with, and without any agreement, understanding or planned I
common course of action with any other vendor of materials, supplies, equipment or
services described in the Proposal-Special Provisions, designed to limit independent
bidding or competition; . I
3. That the contents of the proposal has not been communicated by the bidder or its I
employees or agents to any person not an employee or agent of the bidder or its surety on
any bond furnished with the bid or bids and will not be communicated to any such person
prior to the official opening of the bid or bids; I
4. That I have fully informed myself regarding the accuracy of the statements made herein;
and I
5. That I understand that collusive bidding is punishable by penalty of the law. I
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I CITY OF ARDEN HILLS, MINNESOTA
CONTRACT 97-C/1 METER
,. REPLACEMENT OF COLD WATER METERS
To the City Council of the City of Arden Hills:
I The individual or corporation signing this document has examined the Contract Documents,
including Advertisement for Proposals. Instructions to Bidders, Contract Conditions. Form of
I Contract, and detailed specifications, and hereby proposes to fumish all materials and
equipment for the replacement of cold water meters and installation of radio reading devices and
to perform such work in accordance with the Contract Documents at the following prices.
The City of Arden Hills agrees to take possession of 50% of all materials within six (6) months
I of the contract award; the remaining 50% by June 30. 1998. The supplier agrees to have available
for pick up, all ordered materials within 5 working days of an order, understanding the Cily may
pick up materials in quantities of 24 or more.
I UNIT
ITEM UNIT QTY. PRICE TOTAL
I A. COMMERCIAL COLD WATER METERS
1. Fumish Meters and Radio Reading
I Devices for commercial applications:
5/8" x 3/4" Disc meter (Model 25) EA 28
3/4" x 9" Disc meter (Model 35) EA 30
.. 1" Disc meter (Model 70) EA 102
1-1/2" Disc meter (Model 120) EA 56
2" Disc meter (Model 170) EA 35
I 2" Turbo meter EA 15
3" Turbo meter EA 1
4" Turbo meter EA 1
I 2" Compound meter EA 1
3" Compound meter EA 7
4" Compound meter EA 6
6" Compound meter EA 2
I 10" Compound meter EA 1
I 2. Furnish Radio Read Transmitter EA 30
Registers and Remote Transponders
Only for Existing Disc and Turbo
I Commercial Meters Which Can Be
Upgraded to Radio Read.
I 3. Fumish Radio Read Transmitter EA 10
Registers and Remote Transponders
I Only for Existing Compound Meters
Which Can Be Upgraded to Radio Read.
it 4. Commercial meters will be installed
by City Utility Personnel
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UNIT I
ITEM UNIT QTY. PRICE TOTAL --
B. METER READING EQUIPMENT
1. Furnish "Portable Interrogato~' Radio EA 1
Read Hand-Held Reading Device I
C. METER READING SOFTWARE
1. Furnish Meter Route Management EA 1 I
Software compatible with the City's
billing software and computer system
D. PROVIDE OPERATOR TRAINING I
1. Provide On-Site Training for City EA 1
Personnel on Operation of all Hardware
and Software I
TOTAL for Contract 97-C/I Meter I
(Transfer total amount to first page
of proposal form)
NOTE: Shipping, Delivery Fees and 6.5% Minnesota Sales Tax Must Be Included in above I
Price.
Bid security in the amount of $ , being 10% of the high or base bid, accompanies ..
this proposal, the same being subject to forfeiture in the event of default. It is understood by the
undersigned that the right is reserved by the City Council to reject any and all bids, or any portion
thereof, that are opened. I
If this bid is accepted, the undersigned agrees to promptly fumish Contracto~s Bond and execute
form of Contract now on file with the City Administrator; and further agrees that if awarded this I
contract that all materials will be delivered by June 30, 1998.
FIRM NAME: I
ADDRESS: I
BY: PHONE NO. I
(Company Seal) I
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I' ADDITIONAL PROPOSAL FORM INFORMATION
I 1. Contractor Information
I Headquarters
I 1.1 Name:
Address:
I City, State, Zip:
I Telephone:
Contact Person & Phone:
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Ie Local Office
1.2 Name:
I Address:
I City, State, Zip:
I Telephone:
Contact Person & Phone:
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1.3 Nwnber of employees at local office:
I Nwnber of years in business:
I Nwnber of years providing water meter services:
I Is this a joint proposal or are subcontractors being proposed?
it If so, name of prime contractor:
(Attoch copies of this page for each subcontractor or joint contractor involved with the proposal.)
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1.4 Please provide the requested information on your key personnel. ..
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Years in Total II
Years with Current Years in
Name Contractor Position Field
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Contact Person I
Installation Field
Representative I
Manufacturer's
Representative I
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1.5 Identify any sub-contractors who will be used on this project. I
Sub-Contractor's Name Segment I
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(t 2. Products Proposed
I 2.1 Does the proposed system meet or exceed all of the City's specifications
for:
I Cold water meter, electronic encoder-type YES NO
registers and radio transponders
I "Hand-Held" Radio Frequency Meter YES NO
Read Devices
I Meter Read Software YES NO
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I If the answer to any of the above is NO, the deviations from the City's
specifications must be detailed in Section 6 of this proposal form.
Ie 2.2 List all manuals and other documentation which will be provided to the
I City. How many of each will be provided?
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I 2.3 Describe the proposed system. Please attach diagrams and brochures.
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2.4 Describe any custom programming proposed and costs associated with I
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programming. If none is required, please enter None.
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2.5 Describe features of the proposed system which are in addition to those required
by the City. I
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2.6 Describe features which are available but are not included as a part of I
the proposed system.
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It 3. Meter, Register & Remote Transponder
I 3.1 Does the remote transponder have a preprogratmned unique identification number
that is independent of meter size and type?
I Yes No
Show here a sample of the number.
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I 3.2 Describe how the register is attached to the meter.
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Ie 3.3 Describe the meter security that prevents or minimizes removal of the register
from the meter.
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I 3.4 What is the reasonable useful life of the meter, electronic encoder, and remote
transponder?
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3.5 What is the reasonable useful life of the radio transponder battety. Provide I
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documentation to substantiate your statement ofbattety life.
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3.6 How many years has the proposed meter been in production? Also, describe any I
improvements that have been made to the proposed meter during the last five (5) years. I
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3.7 How many years has the proposed register been in production? Also, describe I
any improvements that have been made to the proposed register during the last five
(5) years.
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3.8 Are all register and meter parts interchangeable without re-calibration? I
Yes No I
If re-calibration is required, describe what needs to be done and can it be done at I
the meter site?
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it 3.9 Please specifY how the transmitter sends the reading to the data collection
device. Is this a one-way system or a two-way system? Does your proposed
system send a unique wake-up signal to each meter?
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3.10 Does the transmitter transfer its identification nwnber and the water meter
I reading to the hand-held computer with each interrogation?
I Yes No
Ie 3.11 Explain the cornplete process to enter radio frequency meter reading into the
hand-held data collector. Be sure to give the reading range for all proposed radio
I frequency reading devices.
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3.12 In this table, sununarize the warranty for the meter, register, and remote I
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device. The full text of the actual warranty is to be attached.
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MATERIALS LENGTH OF WARRANTY COMMENTS I
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3.13 Describe available service agreements along with their cost. The stated cost I
must be guaranteed for one year following the expiration of the warranty period.
Also, identify the nearest service center. I
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,. 3.14 Explain the availability of on-site meter support.
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I 3.15 Include a complete list of meter parts along with the price of each part.
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3.16 Is there a local stocking distributor for meters, parts, and support?
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I 3.17 Do the proposed services meet or exceed all of the City's specifications for:
Training and Installation Yes No
Ie If the answer is NO, the deviations from the City's specifications rnust be detailed
I in Section 6 ofthis proposal form.
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I 3.18 Describe the training to be provided to the City. Who provides the training
and what are their qualifications?
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4. Hand-Held Radio Frequency Reading Device and Route .
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Management Software
(please respond concerning all functions of the hand-held, programming, reading, etc.) .
4.1 Describe all computer hardware and peripheral devices that are necesslU)' for
the operation of the reading device and software. .
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4.2 Explain the policy for use of a loaner reading device including discussion of .
cost and identification of the location where the device can be accessed.
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4.3 Explain the format of the on-site training sessions including the hours of .
training provided. Please provide the following information for the support persons
who'll be available on an on-going basis. .
Name Years in Position Office Hours Office Location .
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,. 4.4 Describe the routine management reports that are available using the route
management software.
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I 4.5 Detail the warranties for the proposed portable interrogator. What is covered
and for how long?
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.. 5. Maintenance and Support Proposed
I 5.1 Do the proposed services meet or exceed all of the City's specifications for:
I Maintenance and Support Yes No
I If the answer is NO, the deviations from the City's specifications must be
detailed in Section 6 of this proposal form.
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I 5.2 Describe the procedure for requesting service during regular business hours
(8:00 AM through 5:00 PM, Monday through Friday).
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5.3 If a support person is not available when the initial call is placed, what is the --
guaranteed call-back response time?
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5.4 Is all of the equipment and software covered by the proposed maintenance and .
support agreements? If not, which products are not included?
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~e 6. Exceptions to the Request for Proposals
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,. SPECIAL CONDITIONS
CITY OF ARDEN HILLS, MINNESOTA
I City of Arden Hills
I 1450 West Highway 96
Arden Hills, MN 55112-5794
I PROPOSALS FOR
I RADIO FREOUENCY METER READING SYSTEM
I CLOSING DATE: JUNE 13,1997
SEALED PROPOSALS will be received and opened at the Arden Hills City Hall, 1450 West
I Highway 96, at 2:00 p.m. Friday, June 13, 1997. The Arden Hills City Council will meet at 7:30
p.m. on June 30, 1997 at the New Brighton City Hall to consider proposals for the following:
Ie RADIO FREQUENCY WATER METER READING SYSTEM
I Proposals shall be in a sealed envelope with a statement thereon showing the items covered by the
proposal. Proposals should be addressed to the City Administrator, City of Arden Hills, 1450 West
I Highway 96, Arden Hills, MN 55112-5794, and may be mailed or submitted personally to the City
Administrator. Proposals received by the City Administrator, either through the mail or by personal
I submission, after the time set for receiving them shall be returned unopened.
Proposals must be in conformance with specifications which are available at the Arden Hills City Hall.
I No proposal will be considered unless sealed. No contractor may withdraw his proposal within ninety
(90) days after scheduled time of opening proposals without the consent of the City.
I The City Council reserves the right to reject any or all proposals or any part of any proposal.
BY THE ORDER OF THE ARDEN HILLS CITY COUNCIL.
I Brian Fritsinger
City Administrator
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REQUIREMENTS
Contractors are required to provide a complete system which includes supply of all I
equipment (devices, hardware and software), training and support services.
BIDDING SCHEDULE I
The City will conduct the proposal process according to the following schedule: I
Request for Proposals Published...... ....... .....May 21, 1997 & May 2S, 1997
Contractors Conference.............................. . June 2, 1997 I
Last Day to Request I
Written Clarification of Specifications.... ..... . June 6, 1997
Proposal Opening................................. ......June 13, 1997 I
Proposal Evaluation................................ ...June 16, 1997 ~
Council Award of Contract (tentative)........June 30, 1997
CONTACT PERSON: I
All requests for information regarding this Request for Proposal and the Proposal Form I
are to be directed to:
Dwayne Stafford I
Public Works Superintendent
City of Arden Hills I
1450 West Highway 96
Arden Hills, MN 55112-5794
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,. 1. General Information
1.1 Puroose ofRFP
1 The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified sources
to establish a contract through competitive negotiations for the purchase of a Radio Frequency
Meter Reading System which will provide water consumption data for the billing system for the
1 Department of Public Utilities, City of Arden Hills, Minnesota.
1.2 Historv
1 The City has been installing Badger water meters for nearly 30 years consisting of the direct read
1 and generator type. The chosen contractor must propose radio frequency technology with 100%
compatibility to the newer meters already installed and to the new meters which will replace the older
meters. The City currently has no method of electronic or automatically reading any of its meters.
I The City currently has approximately 130 commercialfmdustrial accounts. All water meters are
currently read by utility maintenance personnel on a quarterly basis. Readings are recorded on paper
1 customer records. The records are manually entered into the City's computer system by the utility
billing clerk. The Request for Proposal includes specifications for the acquisition of portable
interrogators which will enable the meter readers to enter data by radio frequency; data transfer is to be
Ie performed via standard ASCII protocol.
Arden Hills uses Banyon Data Systems Utility Bi1ling software. Banyon Data Systems is located at
1 10 I W. Burnsvi1le Parkway, Bumsville, MN 55337. Their phone number is (612) 882-7730. The
route management software provided as part of the contract must be capable of uploading and
downloading meter reading data from the City's Banyon Data Systems software. The City staff
1 utilizes 100% ffiM compatible computers.
The City has approximately 210 commercial/industrial meters which are over 10 years old. The
1 attached RFP includes specifications for replacement of those meters which are more than 10 years old.
1.3 Location:
1 Within the City of Arden Hills.
I 1.4 Performance and Payment Bond:
I Per new Minnesota Law, Chapter 419, 1994, contractors on public projects must fumish both a
payment bond and a performance bond.
1 The penal sum of each bond must be the full amount of the contract.
As such, the Contractor will be required at the execution of this contract, to provide separate
t' payment and performance bonds, each equal to the price of the contract.
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1.5 Award of Contract: ..
The award of the contract will be made by the City of Arden Hills to the lowest responsible bidder. I
The City Council reserves the right to reject any or all bids, or any portion thereof
The Owners reserve the right to hold the bids for a period of sixty (60) days before awarding the I
contract. After the award, the successful bidder will receive notice of award along with the contract
documents. The executed agreement by the successful bidder shall be returned to the Owners
within seven (7) days of the notice of award. I
The Owners reserve the right to hold the returned executed agreement and not to execute the
agreement of up to thirty (30) days. In the event the Owners execute the agreement, they will send I
the successful bidder a notice to proceed, together with the required performance bond forms and a
copy of the fully executed agreement. The successful bidder will return the bond form and
insurance certificate within ten (10) days and begin providing materials within ten (10) days after the I
date specified in the notice to proceed. If the Owners decide for any reason not to execute the
agreement, then the Owners and the successful bidder shall be under no obligation to each other.
1.6 General: I
WE CANNOT OVERLY EMPHASIZE OUR INTENTIONS TO ASSURE GOOD ..
QUALITY WORK ACCOMPLISHED WITH THE LEAST AMOUNT OF INCONVENIENCE
TO THE PUBLIC. IF YOU DO NOT SHARE THIS INTENT AND ARE NOT WILLING
TO COOPERATE FOR THIS PURPOSE, PLEASE DO NOT BID. I
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,. TECHNICAL SPECIFICA nONS
CITY OF ARDEN HILLS, MINNESOTA
I 1. Cold Water Meter Specifications-
Displacement Type With Radio Frequency Transmitters
I 1.1 TYPE: Magnetic Drive, Sealed Register, Positive Displacement Type or approved equal.
I 1.2 SIZE: Must conform to American Water Works Standard C-700 as most recently revised.
I 1.3 LENGTH: Must conform to American Water Works Standard C-700 as most recently
revised.
1.4 CASES: All 5/S" X 3/4" meters shall have a non-corrosive waterworks bronze outer case with a
I separate measuring chamber which can easily be removed from the case. All 3/4" and larger meters
shall have a non-corrosive waterworks bronze outer case with a separate measuring chamber which
I can easily be removed from the case. All meters shall have cast on them, in raised characters, the size
and direction of water flow through the meter. The manurncturer's serial number must be
permanently affixed to the maincase to aid in identification and must be visible so that it can be read
Ie from directly above the water meter.
1.5 EXTERNAL BOLTS AND WASHERS: All external bolts and washers shall be of corrosion
I resistant material and be easily removed from the maincase. All threaded maincase bolt holes must be
covered, to aid in removal of the bolts for repair.
I 1.6 ELECTRONIC ENCODED REGISTER: The register must be of the straight reading
type and have a full test dial on the face of the register. It shall read in gallons, and be
capable of direct visual reading at the meter. All reduction gearing shall be contained in a
I permanently, hermetically sealed, tamperproof enclosure made of glass and brass materials to
ensure a permanent seal against moisture, even when in a submersed environment.
I The meter register shall be provided with a two wire connection. The connection between the meter
register and the radio frequency remote transponder shall be accomplished with the use of 10 feet of
I shielded 2 conductor wire. All register/transmitter connections shall be factory pre-wired. The
register shall transmit directly to the remote radio frequency transponder. Water flow through the
meter shall be digitally encoded using a piezo electric switch. Resolution of the piezo switch shall he
I l/IOth of the meter test circle.
The electronic encoded register must be compatible with the CellNet System currently used by NSP
I and the Itron System currently used by Minnegasco. Proof of compatibility shall be provided.
Due to their tendency for excessive wear, mechanical encoders are not acceDtable.
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1.7 REMOTE TRANSPONDER: A complete electronically encoded radio frequency ..
automated meter reading system will consist of a meter mounted electronic encoder and a pre-
wired remote transponder. The transponder shall be mounted in a location not subject to
submergence and as high above the meter as possible. Operating range, depending on the I
surrounding environment, shall be 150 to 300 feet with a portable interrogator and 600 to 1500
feet with a van-mounted mobile interrogator.
Each transponder must receive a unique I.D. signal from an interrogator. The remote transmitter I
shall transmit a 32 bit data stream including the current reading, tamper status, and error detection
code value. Maximum transmission time shall be 15 milliseconds. I
1.8 MEASURING CHAMBER: The measuring chamber shall be a suitable synthetic polymer
and shall not be cast as part of the maincase. All disc assemblies shall be interchangeable in all I
measuring chamber assemblies of the same size. The measuring chamber disc shall operate against
a replaceable thrust roller, allowing for repair to A WW A standards. There shall be an elastomeric
seal between measured and unmeasured water, preventing leakage around the measuring element. I
1.9 MAGNETIC COUPLING: The motion of the disc will be transmitted to the sealed
transmitter register through the use of a magnetic coupling. I
1.10 STRAINERS: All meters must be provided with a corrosion resistant strainer, with an
effective straining area at least twice the bore diameter which can be easily removed from ..
the meter without the meter itself being disconnected from the pipeline.
1.11 CHANGE GEARS: Change gears will not be allowed to calibrate the meter. All registers of I
a particular registration and meter size shall be identical and completely interchangeable.
1.12 ACCURACY AND HEAD LOSS TESTS: Because the City of Arden Hills feels no I
meter reading system can be a substitute for poor quality meters, the City requires that all
meters shall conform to the flow rates and head loss standards listed in Table # I. These I
standards may exceed A WW A C-700, current revision, test flows, head loss and accuracy
standards.
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I TABLE #1
I SAFE MAX MAXIMUM
I OPERATING ALLOWABLE ACCURACY % @ :I: 1.5%
SIZE CAPACITY PRESSURE LOSS MINFLOWRATE TEST FLOW
I 5/S" x 3/4" 25 GPM 5 PSI/20 GPM 95% @ 1/4 GPM 1/2-25 GPM
3/4" 35 GPM S PSI / 30 GPM 95% @ 3/S GPM 3/4-35 GPM
I I" 70 GPM 7PSI/ 50 GPM 95% @ 3/4 GPM 1-1/4 -70 GPM
1-1/2" 120 GPM 7 PSI! 100 GPM 95%@ 1-1/4 GPM 2-1/2 -120 GPM
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2" 170 GPM 7 PSI / 160 GPM 95%@ 1-1/2 GPM 2-1/2-170 GPM
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I 1.13 DISC NUTA TIONS/OSCILLA TIONS: Because the City of Arden Hills expects the
proposed meters to have a long service life, disc nutations shall not exceed the amounts
shown in Table #2.
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1 TABLE #2
I MAXIMUM
SIZE
NUT ATIONS /OSCILLA TIONS
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5/S" x 3/4" 50/ GALLON
I 3/4" 32/GALLON
I" 12/ GALLON
I 1-1/2" 6/ GALLON
,. 2" 4/ GALLON
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2. Cold Water Meter Specifications- .1
Turbine Type With Radio Frequency Transmitters I
2.1 TURBINE METERS: Cold water meters to be furnished under this specification will I
be of the Turbine Type Class II and will equal or exceed all requirements of A W.WA
Standard, C-701-SS. Turbine meters sizes 2" through 6" sha11 be made of bronze. The City I
of Arden Hills shall be responsible for installing all turbine meters. All turbine meters shall
be flanged.
2.2 ELECTRONIC ENCODER: The electronic encoder and radio transmitter supplied with I
Turbine meters shall be of the same specification and the same manufacturer as those
specified for the 5/S" x 3/4" through 2" positive displacement meters. I
3. Cold Water Meter Specifications - I
Compound Type With Radio Frequency Transmitters
3.1 COMPOUND METERS: Cold water meters to be furnished under this specification will I
be of the compound type and will equal or exceed all requirements of A W.WA Standard
C-702-92. All compound meters shall have a built in test plug for field testing. Registers
shall be of the single reading style requiring the meter reader to read only one dial for the ..
total consumption (please indicate ifnot). All compound meters shall be flanged.
3.2 ELECTRONIC ENCODER: The electronic encoder and radio transmitter supplied with I
Compound meters shall be of the same specification and the same manufacturer as those
specified for the 5/8" x 3/4" through 2" positive displacement meters. I
4. Cold Water Specifications- I
All Size Meters
4.1 PRESSURE CAP ABILITY: Meters shall operate up to a working pressure of 150 I
pounds per square inch, without leakage or damage to any parts. The accuracy shall not he
affected when operating at this pressure due to possible distortion. Accuracy shall not be I
affected by variations in pressure up to 150 psi.
4.2 PERFORMANCE WARRANTIES: All contractors are required to submit their most I
current nationally published warranty statements for water meter maincases, registers and
measuring chambers.
4.3 SHIPMENT VERIFICA nONS: A statistically controlled sample of each meter I
shipment will be tested by the utility to ensure each shipment meets the utility performance --
materials specifications.
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It 4.4 PRODUCTION EXPERIENCE: Manufacturer shall have at least 5 years of production
experience with all sizes of meters quoted. Also, manufacturers must have at least 5 years
of experience with the type of registers for all meter types quoted.
I 4.5 SHIPMENT INSPECTION: Supplies and materials will he subject to inspection by the
City. The purpose of the inspection is to insure that each shipment meets the performance
I and materials requirements.
4.6 A V AILABLE METER SIZES: The meters proposed must be available in a full product
I line of sizes ranging from 5/S" to 12".
4.7 FIELD PROVEN: The proposed model must be field proven.
I 4.8 MANUFACTURER'S STATEMENT: A manufacturer's statement of the composition
I of the supplied materials shall accompany the proposal. All materials shall be new and
unused.
I 6. Warranties and Service for Cold Water Meters
Ie 6.1 The contractor shall be required to provide a full manufacturer's warranty and/or
guarantee policy with respect to each meter proposed. The procedures for submitting
warranty claims must also be provided.
I 6.2 The full cost of parts, if required, for each meter proposed shall be included.
I 6.3 All hardware service policies must be clearly stated.
6.4 The location of the nearest local distributor and hours of operation must be stated. A
I PERMANENT, LOCAL INVENTORY OF METERS AND PARTS IS MANDATORY.
I 7. Specifications for Radio Frequency Solid State Portable Interrogator
Reading Devices
I 7.1 SYSTEM REOUIREMENTS: The hand-held device shall be a microcomputer based
portable interrogator. The battery operated data collector must be designed for radio
I frequency meter reads or manual reads if necessary. The unit must also contain a lithium
backup battery to protect the data in memory should the primary battery fail. It shall also be
capable of programming the meter reading storage device (transponder) on-site if desired.
I The hand-held device shall be able to up-load and down-load meter readings to a P. C.
computer tied to the Utility's billing system. The unit shall be equipped with a RS232C
it communications port, a PCMCIA card, or any other appropriate interface for these purposes.
It shall also record any special tampers which may have occurred between the reading
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cycles. The hand-held interrogation unit must be able to store a minimum of 1000 meter ..
records. The keypad shall incorporate tactile keys with alphanumeric designations and the
LCD readout shall display a minimum of 4 lines, 20 characters per line. The display must
also have a backlight and contrast control to adjust for different light conditions. The I
weight shall not exceed 5 Ibs. The unit must be weather resistant with a compressed gasket
or o-ring so that the unit can be used in rainy conditions. The unit must also be highly
impact resistant. A mobile antennae must also be available to attach to the hand-held unit. I
The magnet mount external antennae would allow the hand-held device to be operated
inside a vehicle
7.2 FCC Radio Freauencv License: The City of Arden Hills has acquired an FCC Radio I
Frequency License for reading water meters. The City's licensed frequency is 451.56250
MHz. All interrogation devices provided as part of this contract must operate on the City's I
FCC licensed frequency. No exceptions to this part of the City's Technical Specifications will
be considered.
7.3 ROUTE DATA: Route data to be stored in the hand-held shall include the following as a I
minimum: Customer Name, Street Address, Transponder ID Number, High and Low
Audit Readings, and messages shall he stored in RAM for sequential or random inquiry. I
When reading, the meter reader shall be alerted to any discrepancies or tampers. This
warning must include an audible tone. The meter reading data for each record shall include: ..
Current Reading, Time Stamp, Serial Number, Message, Type of Read (RF or Manual)
and Tamper Status.
7.4 READING SOFIW ARE: The software which is proposed for the use on the personal I
computer must be suitable for use by a non-technical operator. Accordingly, the software
shall be fully menu driven which will substantially eliminate the need for the operator to be I
familiar with other than basic operations procedures. The software must also provide for
the customer to select management reports related to the data of the meter route read.
7.5 DOCUMENT A nON: The successful contractor shall provide full and complete I
hardware and software documentation which shall include, but not be limited to , operator
manuals which are designed for use by non-technical users as well as detailed technical I
manuals which are designed for use by technical support and programming personnel.
7.6 STANDARD FEATURES: The contractor shall provide a complete list ofall standard I
features which are included with each meter reading device and all other equipment and/or
system proposed. In addition, the contractor shall provide a full description and unit
pricing of all optional features which may be available to the Utility. I
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,. 8. Warranties and Service for Meter Reading Device
I 8.1 The contractor shall provide a one-year parts and labor warranty with respect to each item
of proposed equipment. The procedures for submitting warranty claims must also be provided.
I 8.2 The full cost of service, if required, for each item of proposed equipment must be stated.
The cost of service agreements or contracts, if available, must be stated.
I 8.3 The location of the nearest service center, hours of operation and average repair time for
each item proposed must be stated. All hardware service policies must be clearly stated. The
I availability of on-site hardware support and service must be explained.
8.4 Due to the Utility's need to process water consumption data on a continuing basis and the
I Utility's determination not to stock "reserve" equipment, the contractor must agree to provide
"loaner" replacement equipment should any service be required.
I 8.5 A sample form of any proposed service agreement shall be provided.
8.6 The contractor's policy regarding software warranties and software maintenance
Ie agreements and costs shall be clearly stated.
I 8.7 The policies and costs associated with software modifications and technical support shall
be stated. The procedures and names, addresses and telephone numbers of software support
personnel shall be provided and updated by the contractor on a continuing basis.
I 9. User Training and Education for Reading Device & Route Management
I Software
9.1 It shall be the responsibility of the contractor to provide a complete on-site training
I program for the Utility's staff. This program is intended to fully familiarize staff with the
operation of all aspects of the hardware and software which is to be provided. The contractor
shall state the proposed format of such a training program, the number of hours of initial on-
I site support to be provided as well as the recommended schedule offollow-up visits. The
contractor shall also state its daily rate for on-site and/or remote support which may be
I required by the Utility. The location and procedures for obtaining such support shall be stated.
9.2 If additional training is required or requested post installation and subsequent to the initial
I training, state the method and cost of such "retraining".
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10. Specifications For Complete AMR Integration Software ..
10.1 The software must be of a modular design that allows the utility to integrate all types of meter I
reading systems consisting of touch-type read, telephone read or radio frequency read systems
from a single software platform. The intent of the City is to completely automate the reading and
billing process while only needing to operate from a single communications platform connecting the I
meter reading system functions and the utility's computerized bi1ling system. A complete
demonstration of the software will be required by those contractors selected by the City after the I
initial review of the submitted proposals.
10.2 The successful contractor must show compatibility with the City's existing bi1ling software. I
Data exchange must use existing ASCII file transfer protocols.
10.3 . The software must be capable of generating a variety of management reports, including but I
not limited to: meter reading detail report, route status report, unread meter report, comment code
report, meter reading interval report, and meter reading out-of-range report.
11. COLD WATER METER INSTALLATION SERVICES I
11.1 Proiect Scope and Schedule: It is the City's intent to replace approximately 210 meters eJ
which are more than 10 years old and upgrade approximately 40 existing Badger meters which are
less than 10 years old to a radio frequency system. I
11.2 Meter Storal!e and Transit: All meters shall be protected from heat and direct sunlight
during storage and transit prior to installation. To ensure a safe and sanitary meter replacement, I
the main case connections of all meters shall be capped with standard plastic plugs during
storage and transit.
11.3 Supplv of Material: The successful contractor shall be responsible for providing all the I
approved installation materials including meters, cable, sealing wires and slugs, and fasteners, I
sealing items and screws. An adequate supply of installation materials shall be available at all times.
The contractor shall be responsible for all materials until accepted by the City.
11.4 Readinl! Svstem Testinl!: At a minimum, meters must be capable of being read from the far I
side of th~ street directly in front of the building in which the meter is located.
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