RFP Water Meter Reading Services Contract
THE CITY OF
DUB E
~r~-~~
MEMORANDUM
April 28, 2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposal (RFP) for Water Meter Reading Services Consultant
Finance Director Ken TeKippe is recommending City Council authorization to release a
Request for Proposal for Water Meter Reading Consultant Services.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
2 ;~
ichael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Ken TeKippe, Finance Director
THE CITY OF
DuB E
~~
Memorandum
TO: Michael C. Van Milligen, City Manager
FROM: Ken TeKippe, Finance Director ~~ e ~=
SUBJECT: Request for Proposal (RFP) for Water Meter Reading Services Consultant
DATE: April 26, 2007
BACKGROUND
The purpose of this memo is to provide an RFP for water meter reading consultant
services to review the options relative to water meter reading. The current contract with
Aquila expires July 1, 2009. The FY'08 budget has $30,000 allocated for the project.
The project needs to be completed by early October to be considered for FY'09 capital
and operating budget purposes.
DISCUSSION
A committee will review proposals submitted and provide a recommendation. The
tentative time frame for the RFP process follows:
May 8, 2007 Release RFP
June 1, 2007 Proposals Due
June 22, 2007 Committee Recommendation to City Manager
July 2, 2007 City Council Approval of Firm
July 3, 2007 Firms Notified of Selection
The following City of Dubuque employees are recommended to serve on the review
committee:
Ken TeKippe
Jenny Larson
Jean Nachtman
Rick Till
Rose Hoerner
Bob Green
Mike Brekke
Chris Kohlmann
Finance Director
Budget Director
Assistant Finance Director
Financial Analyst
Utility Billing Coordinator
Water Department Manager
Water Distribution Supervisor
Information Services Manager
The RFP will be provided to Aquila, Alliant, consulting and engineering firms.
RECOMMENDED ACTION
The recommended action at the May 7, 2007 meeting is for the City Council to authorize
the release of the RFP for Water Meter Reading Consultant Services.
KT/jg
Enclosure
CITY OF DUBUQUE, IOWA
Request for Proposal: Water Meter Reading Consultant
May 2007
Statement of Qualifications
Please provide a statement of your firm's qualifications. Information on the staff or other
outside consultants that will work on the project should be detailed.
Scope of Services
Key responsibilities of the consultant include:
* Attend kick off meeting with RFP committee to lay out plans
* Review our current outsourced arrangement with Aquila
* Review potential partnering with Aquila and/or Alliant
* Analyze newer water meter reading technology such as remote reads
* Prepare a draft containing the following:
• Advantages/disadvantages of continued outsourcing of meter reading
function
• Prepare analysis of City doing meter reading in house
• Provide information on budgets for hardware and software costs
• Provide information to consider on alternatives for hardware and
software
• Equipment and installation costs for various options
• Ongoing costs (includes staff) with the various options
• Payback calculations for options which require capital outlay
• Possibility of partnering with Aquila and/or Alliant
• Recap of technology used in other larger cities in Iowa (minimum of 10
largest cities)
~ Attend draft review meeting with RFP committee and other City officials to
finalize plan
* Assist in the selection of vendor(s)
* Assist in developing equipment and/or installation vendors RFP
* Assist in developing a projected schedule for installation
* Develop timelines for project
* Prepare final report
* Available to present at a City Council meeting or work session
References
Please provide at least three government client references including, at a minimum, the
following:
* Name of client;
* Description of services provided to the client in the past three years;
* Firm's staff that worked with the client; and
* Name and telephone number of a client contact person.
Insurance
The consultant shall adhere to City insurance requirements for professional services
during the term of this agreement as detailed by the insurance schedule attached. Please
provide confirmation that the requirements will be met. Insurance certificate can be
supplied at a later date by the successful firm.
Fees
Please provide a fee schedule for services including, at a minimum, the following:
* Fee schedule
* List of services covered by fees. Specifically state which costs are included in
the fee proposal and any costs that are to be reimbursed
* Example of services not covered in proposal, but would be available to the City
to consider