Water Distribution System Maintenance Software Solution
Water Distribution System
Request for Proposal
City of Anaheim
Public Utilities Department – Water Field Operations
201 S. Anaheim Blvd., Suite 601
Anaheim, CA 92805
RFP #7052 – SPECIFICATION #1
TABLE OF CONTENTS
1.0 General Information ...................................................................................................... 1
2.0 Request for Proposals .................................................................................................... 1
3.0 Project Scope................................................................................................................... 1
4.0 Water Distribution System Maintenance Software Solution Requirements .......... 2
4.1 Functional Objectives ........................................................................................ 2
4.2 Software Requirements ...................................................................................... 2
5.0 Quality Control ............................................................................................................... 4
6.0 Software Training and Manuals .................................................................................... 4
7.0 Description of Bid Items............................................................................................... 4
8.0 Selection Criteria and Process....................................................................................... 8
9.0 Proposal Requirements .................................................................................................. 9
RFP #7052 – SPECIFICATION #1 i
1.0 General Information
City of Anaheim Water System
A. City of Anaheim Water System. The City of Anaheim Public Utilities Department
(“Department”) is a Municipal Utility with approximately 346,000 customers, and a
service area of over fifty square miles. The Department operates and maintains the
City’s water transmission and distribution systems. The Department has installed an
extensive fiber optic cables that connects a number of water production facilities, such
as wells, pump stations, reservoirs etc. The water system is operated twenty-four hours
a day, 365 days a year.
B. The Department’s GIS is an integral part of its asset and maintenance management
programs. The proposed maintenance and management software package should take
full advantage of the current GIS without putting any restrictions on its current or
future usage. Therefore, the proposed software shall be GIS-centric and shall be
compatible with the Department’s existing system. It is also critical that the software
integrate into other business systems to facilitate additional analysis, software
integration, work order management, etc.
2.0 Request for Proposals
The Department is soliciting competitive sealed proposals from qualified software Suppliers that are
properly licensed to do business in the State of California and the City of Anaheim to furnish and
implement a turnkey software solution, including all labor, materials, and services as described
The Department encourages all prospective companies to examine the RFP carefully. Qualified
companies, as defined below, are requested to submit proposals to provide software and services as
defined in this RFP.
3.0 Project Scope
The scope of work is summarized as follows:
A. The supply of all necessary software required for the proper functioning of the Water
Distribution System Maintenance Software Solution as outlined in this RFP.
B. The Supplier shall be responsible for the configuration, testing, and implementation of
the Water Distribution System Maintenance Software Solution through final acceptance
C. The Supplier shall install all required software as outlined and warranty the full
operation of the software for a period of twelve months after final acceptance of the
RFP #7052 – SPECIFICATION #1 1
D. The Supplier shall provide all training, user, technical, and other documentation as
outlined in this RFP. Training shall also be provided to enable Department staff to
configure and maintain software as applicable.
E. The Supplier shall program and complete all forms, reports, and other displays to be
used immediately by the Department.
F. The Supplier shall also be responsible for the following:
i. Project management
ii. Project meetings and progress reporting
iii. Implementation planning and project schedule
iv. Recommendations for hardware, software and documentation
v. Technical support for implementation
vi. Documentation for use of application
vii. Training sessions for end users and for technical staff supporting application.
viii. Future software maintenance and support
4.0 Water Distribution System Maintenance Software Solution Requirements
4.1 Functional Objectives
A. The supplier shall provide a software package that allows the user to input, update,
delete, and recall geodatabase features from the field and is capable of automated
synchronization between field computers and the master SDE geodatabase.
4.2 Software Requirements
A. GIS – centric. Shall not restrict usage of current GIS to work with proposed software.
B. Graphical, pen-based interface for displaying and tracking assets on ‘tablet’ style PCs in
C. The Department currently owns and uses PT-25 and TM-7 valve machines as
manufactured by PacifcTek Inc (Santa Ana, CA, 714-835-3088) and E.H. Wachs
Company (1-847-537-8800), respectively. Software shall be capable of capturing and
storing information from either of these machines.
D. Software application must function in both the office (connected) and mobile
E. Able to view facility attributes and associated customer information.
F. Software shall store and display asset maintenance history in the office or the field.
RFP #7052 – SPECIFICATION #1 2
G. Automated synchronization between field computers and master SDE geodatabase.
Software shall also provide for automated daily map updates via wired or wireless
H. Software shall include digital ‘forms’ for inputting and displaying information for
specific maintenance or inspection tasks. Tasks shall include, but not be limited to, fire
hydrant maintenance, system valve exercising, and water meter testing/replacement.
Forms shall be configurable to accommodate the Department’s specific needs.
I. Capable of future integration with Oracle Utilities Work and Asset Management System
(formerly SPL® Enterprise Asset and Work Order Management System). Specifically
related to work orders and service requests.
J. Provide ability to perform basic calculations and field specific quality control (required
fields, correct number of turns for gate valves, etc.). Field specific quality control
functions shall be configurable to accommodate the Department’s specific needs.
K. Software shall include a “redline” functionality that automates the process of digital
markups (sketches, annotation, symbols, text notes, etc) of features in the field, sends
the changes to other mobile devices and appropriate GIS personnel for data
maintenance in an enterprise GIS. An administrative tool shall administer the “redline”
functionality, process, and sketches in the GIS environment. Software shall also allow
for the emailing of electronic markups by field personnel.
L. Software shall include a pipeline tracing function to determine impacted sections of
pipes and customers due to a simulated shutdown. Must be able to perform valve
isolation, trace source, trace end, and trace upstream.
M. Capable of managing and displaying USA Underground Tickets as part of the core
application or through a third party application.
N. Software shall include search and basic report functionality with export capability as well
as open query capability. Search scenarios and basic reports shall be configurable to
accommodate the Department’s specific needs.
O. GPS compatibility. Software shall leverage GPS technology to aide in locating
P. Provide for password protected access to the software application.
Q. Compatible with ArcGIS 9.2.
R. Capable of integrating with other ESRI programs and extensions.
S. Data Model must be non-proprietary.
T. All applications shall be compatible with Microsoft Windows XP and Vista operating
system and use standard client applications.
RFP #7052 – SPECIFICATION #1 3
U. Provide for central management of application, configuration, redline, and inspection
V. Provide options for an administrator to extend the product with customization using
common software languages.
5.0 Quality Control
A. Must be a working, field tested application used in a field environment for at least 3
B. Must provide at least 5 municipality customer references each that are presently
successfully utilizing the proposed solution in the field.
6.0 Software Training and Manuals
A. The Supplier shall provide two separate training courses for Department staff: one
course shall be designed to satisfy the Department’s requirements for a self-sufficient
software support and maintenance team and the other shall be designed for field staff.
All courses shall provide the course participants with hands on experience using the
actual software being supplied.
B. The Supplier shall prepare training manuals (i.e. technical, user, and administrator) and
submit them to the Department for review at least two (2) weeks before the start of
classroom instruction. The training manual shall be prepared specifically for the use as
training aids. Reference manuals, maintenance manuals, and user’s manuals may be used
as supplementary training material but not as the primary training manual.
C. Principle documents used for training shall be tailored to reflect all Department
software and specific user requirements.
D. Each course participant shall receive individual copies of training manuals and other
pertinent material before the commencement of each course. The Department shall
retain the master and three (3) additional copies of all training manuals and material as
reference documentation. A complete set of instructor’s manuals and training aids shall
be provided. All training manuals, materials, instructor’s manuals, and training aids shall
also be provided to the Department on electronic media.
7.0 Description of Bid Items
A. Water System Maintenance Software
i. Bid Item 1 - Configuration and Startup. Bid item shall include all labor, materials,
and services required for software/database configuration, customization, and
optimization; startup; troubleshooting; and training.
Specifically, this bid item shall also include all labor, materials, and services required
to configure and/or customize maintenance/inspection ‘forms’ for fire hydrant
maintenance, valve exercising, and water meter testing/replacement, based on the
RFP #7052 – SPECIFICATION #1 4
Department’s specific needs.
ii. Bid Item 2 - Nine (9) Software Licenses (read/write). Cost for this bid item shall
also include all labor, materials, and services required to install software on nine
separate computers. If applicable, three of the read/write licenses included in this
bid items shall be considered ‘administrative’ licenses.
iii. Bid Item 3 - Three (3) Software Licenses (read only). Cost for this bid item shall
also include all labor, materials, and services required to install software on three (3)
iv. In addition to the breakdown of costs described above, the Supplier shall also
provide a quoted hourly rate for professional services that may be required to
complete the project, but were not anticipated and included in this RFP. The quoted
rate(s) should be applied for the duration of the project. They should include, but
are not limited to: project management, programmer/analyst, and technical support
B. Underground Service Alert (OPTION)
i. Five (5) Software Licenses (read/write) for the management and display of USA
Underground Service Alert Tickets. This optional bid item shall include all labor,
materials, and services required to install software on five separate computers. This
bid item shall also include any required extensions, customization, optimization;
troubleshooting; and training associated with the USA Underground Ticket
C. Software Maintenance Outside Warranty Period (OPTION)
i. Under a maintenance/license agreement with the Supplier, all new software releases,
revisions, and fixes (patches), shall be supplied to the Department when the
mentioned software is made available. The maintenance contract shall be on an
annual basis beginning after the completion of the twelve (12) month warranty
ii. If the new software updates, patches, fixes, etc. adds new, previously unknown
functions, processes, tasks, etc., the Supplier shall, at no cost to the Department,
provide on-site or web-based training and documentation for the new software
D. Site/Network License (OPTION)
i. This package will have the potential of being integrated into multiple areas of
operation and maintenance including Public Utilities Electric Services and Public
Works Maintenance. Therefore, the proposal should also include an evaluation and
cost of a “City Wide” site license option. Cost for this optional bid item shall
include all labor, materials, and services required to install software on up to twenty
(20) additional separate computers.
RFP #7052 – SPECIFICATION #1 5
8.0 Selection Criteria and Process
A. A Department appointed Review Committee will evaluate the proposals. The decision of the
Department shall be final and conclusive.
B. The Review Committee will evaluate the proposals based on how well the Supplier fulfills the
requirements described in this RFP. The proposals will be evaluated on, but not limited to, the
following criteria (listed in their relative order of importance):
• Functionality - (Ability to provide a solution that satisfies the functional objectives
and requirements contained in Section 4)
• Ease of Use
• Service and Technical Support Resources
• History of Use/References
C. The Department’s Purchasing Agent may contact a company for clarifying assistance. Such
request for clarification will be addressed to the company whose proposal is in question.
The company official who signed the proposal shall answer in writing. This response will be
attached to the official proposal and will become a part of the public record following award
and execution of the resulting agreement.
D. The Review Committee may conduct oral interviews with selected companies. The
companies will be asked to provide a real-time product demo during the interview. In
addition, the project team and support staff will be asked to attend the interview. At a
minimum, attendees should include the Project Manager, Technical Support Lead,
Implementation Lead, and Programming/Analyst Lead. During the interview, the
Committee may question a company for additional clarification. The response will be noted
on the official proposal and shall become a part of the public record.
E. It is the intent of the Department to select one company to serve as Water Distribution
System Maintenance Software Supplier for the Department. The selected Supplier must
agree to execute the resulting agreement within ten (10) days following receipt of written
notification of their selection. In the event of nonperformance, the Department may award
to the next most qualified company or may call for new proposals at its option. The
Department reserves the right to reject any and all proposals prior to the execution of an
acceptable contract. This RFP may not be construed as a contract or commitment of any
9.0 Proposal Requirements
A. Proposals in response to this RFP must be submitted in the order specified below. Proposals
shall include the following:
i. Cover Letter - Signed by company official.
ii. Table of Contents.
RFP #7052 – SPECIFICATION #1 6
iii. Executive Summary: An overview of the proposal and strategy.
iv. Supplier Profile. Name and address of legal entity submitting the proposal. Legal
status of proposer organization, i.e., corporation, partnership, sole proprietorship.
Description of proposing organization including but not limited to: size, years of
operation, areas of specialization, current credit rating and name of the rating
service, and any other pertinent and/or distinguishing information. Supplier shall
disclose any and all judgments, pending or expected litigation, or other real or
potential financial reversals which might materially affect the viability or stability of
the proposing organization; or warrant that no such condition is known to exist.
v. Contract Performance. If the Supplier has had a contract terminated during the past
five years, all such incidents must be described. Submit full details of all
terminations experienced by the Supplier during the last five years including the
terminating party’s name, address, and telephone number. Present the Supplier’s
position on the matter. If no such terminations for default have been experienced by
the Supplier in the past five years, the Supplier must warrant such.
vi. References and Related Experience. The Supplier must submit a minimum of five
government references presently using the proposed system for at least ninety days
prior to the release of this RFP (See Section 5 – Quality Control). Include the
following for each reference: Customer name, business address, name of contact,
title of contact, telephone number of contact, description of installation and services
provided, and date installed/implemented.
vii. Project team. This section should identify the project team members who will be
assigned to this project. Include the following detailed information for each project
team member. At a minimum this should include the Project Manager, Technical
Lead Trainer, Technical Support Lead, and Implementation Lead:
a. Specific area of responsibility or role on this project;
b. Resume (brief version) including number of years with the
c. Specific experience related to the subject material;
d. Also identify any subcontractors who will be assigned to this project
in the delivery of products or services. Attach any subcontractor
agreement for each subcontractor who will perform any work on
viii. Product Descriptions. Describe how your company meets the elements as described
in this RFP. The proposal should describe, in detail, the proposed products,
features, and components. The use of standard product documentation, including
user manuals and technical maintenance manuals, is acceptable. Demonstration
software, screenshots, and sample help files may be included. System capabilities
should be described with specificity, and illustrated with examples and/or cross-
RFP #7052 – SPECIFICATION #1 7
referenced to user and technical manuals where appropriate. However, reliance on
generic or superficial brochures is not satisfactory.
The Supplier shall describe in detail the hardware and operating system software
configuration requirements for successful operation of the proposed software
product at the Department.
ix. Implementation Approach. Supplier shall provide a recommended breakdown of
tasks, phases, and milestones during the implementation of the software system. The
implementation approach should include but not be limited to meetings,
documentation, configuration, installation, testing, and troubleshooting.
x. Configurations and Costs. Submit the itemized unit and extended price for each
product and service proposed as part of the proposed solution. Refer to Description
of Bid Items in Section 7 of this RFP. This section must include a breakdown of all
costs associated with the proposal, including all software, data migration, services,
configuration, customization, training, and maintenance. Costs analysis should
contain sufficient detail so as to make clear the costs of options that may or may not
include in the final purchase.
xi. Contract, License Terms, and Time-line. Supplier must identify any objections it has
to the Department’s proposed contract, any terms it desires included in the contract,
software licenses, installation and implementation time-line, and ongoing support.
By submitting a proposal and by not objecting to terms of the Department’s
contract, Supplier offers to sign the contract as is, and this offer shall be binding and
Supplier will execute such an agreement without further addition of costs or terms.
The Department reserves the right to negotiate the terms of any proposed
a. Describe your ongoing user support, including whether you provide a
service call desk, procedures for handling different types of calls, ability to
prioritize critical calls, and ability to respond to calls within a reasonable
time period. The Department prefers a response from the service desk to
non-emergency calls within four hours and a response to critical calls (delay
in work or loss of data due to system failure) within 1 hour. Provide
validation of this capacity. Describe how information will be provided to
keep your clients informed of outstanding problems and fixes for the
proposed system. Describe your process for receiving, evaluating, and
implementing requests for enhancements or including custom
applications/workflows to the proposed system, after it is installed and in
b. Technical Support Resources. This section should identify the Supplier’s
support and development staff. Include the following detailed information
for each individual:
Specific area of responsibility or role in the company;
RFP #7052 – SPECIFICATION #1 8
Resume (brief version); including number of years with the
Specific experience related to the subject material;
Also identify any subcontractors who will be utilized in the
operation, maintenance, configuration, and/or customization of
products or services. Attach any subcontractor agreement for each
subcontractor who will perform any work on this project.
xiii. Response to Requirements. Suppliers should provide a written response for each of
the functional, technical, and performance requirements contained in Section 4.0 of
the RFP. Supplier's responses must be in the same order in which the requirements
appear in this RFP. If a feature, function, product, or service is not available, an
explanation of how the specification might otherwise be met using alternative
features, functions, products, or services available from the Supplier is encouraged.
The Suppliers should indicate if their solution can: completely meet a specific
requirement with no custom code and no additional expense, meet a specific
requirement with minor code modifications but with no impact on future releases,
not meet a specific requirement without system/software modifications, or not meet
a specific requirement. In addition, the Suppliers shall indicate uses of third party
software, ad-hoc query tools, “creative” use of exiting features, or custom
xiv. Security. Discuss levels of security for the system: whether security is system, table,
function, or field level. Also if security can be set up at an individual and group
xv. Documentation. Identify all documentation included with the proposed system.
Refer to Section 6 – Software Training and Manuals of this RFP. This includes
online help, user manuals, installation procedures, configuration and maintenance
procedures, and operations manuals for all elements within the proposed system.
xvi. Hardware Recommendations. Provide hardware recommendations for field and
office staff. This section shall also include minimum hardware specifications
required for the proposed software system. A cost proposal for this section is not
xvii. Other Information. Suppliers are encouraged to provide additional descriptive
information on the proposed system software, services, etc., following these
B. Suppliers should submit (1) one original proposal and (5) five copies.
RFP #7052 – SPECIFICATION #1 9