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HomeMy WebLinkAbout2005-01-10 City Council. 2. Provide instructions to the workforce for constructing the job. 3. Provide a record of the "as-built" condition upon completion of the work. . The current method for producing a work order package consists of using four non-integrated applications: cost estimating and material ordering are performed in SAP; construction sketches and circuit diagrams are produced by using AutoCAD; notices of intent to other utilities and job accounting are produced in Microsoft ACCESS; and engineering calculations are performed by the use of look-up tables, guides, and software applications. Due to the non-integrated nature of the applications needed to produce a work order package, it is necessary to enter job data multiple times. Presently, there are four utility engineer estimators in the Electric Division of the Utilities Department. These four estimators are responsible for producing all the work orders (CIP and new business) generated by Electric Engineering. Since the City has not produced its own complete set of electric distribution and transmission construction standards, the estimators use a variety of sources from other utilities and vendors for engineering calculations and construction standards. Once ajob has been completed, it is the responsibility of the Utilities Department to maintain the electric infrastructure. Tracking of maintenance items such as poles, transformers and switches is done on Microsoft ACCESS. "As-built" information is entered on equipment databases, and later used for maintenance cycles .. In addition, the "as-built" drawings are transferred to an AutoCAD drawing maintained by the Utilities Department. The combination of using multiple non-integrated applications and a variety of construction standards for producing work order packages creates the potential for inefficiencies and errors in engineering, constructing, operating and maintaining the electric utility. The proposed Electric Cost Estimating and Design Software system will provide an integrated design, cost estimation, and electric distribution management system for the electric utility. The proposed system is comprised of two integrated applications: 1 ) Utility Design and Estimation Application for generating and managing electric distribution designs, performing engineering analysis calculations, generating design cost estimates, producing construction drawings and passing cost estimates to SAP; 2) Electric Distribution Management Application for maintaining, modeling, editing and managing the data demanded by the Electric Utility. Please see Attachment B for the complete scope of services. The integration of the various engineering functions will reduce the time needed to prepare estimates and improve the accuracy of the engineering drawings, material lists, and map updates. The request for the contingency amount of $29,250 is for unforeseen work that may take place during the data conversion, interface customization, and project deployment portions of the project. The infrastructure data for the electric utility is currently in a number of different formats. This data will have to be converted into a single format that will be used by the new software application. If there are inconsistencies in the infrastructure data, these will have to be investigated and resolved. In addition, the software application comes with a standard data CMR:I0l:05 Page 2 of5 ,\\ , < model that can be used by any utility for system design purposes. The amount of customization to the data model required by the City may increase after a gap analysis has been completed between the standard data model and the City's Electric Distribution Data Model. Another source of uncertainty is the amount of time necessary to complete the SAP interface portion of the project. The software application data will have to be manipulated into a form, which is wholly acceptable to the City's SAP system. Due to the customization of the City's SAP system, this integration may take several iterations before being successful. The status quo alternative would maintain the inefficiencies previously noted in this report. Staff is recommending the use of a consultant due to the specialized needs of the Electric Utility, and the cost savings associated by utilizing a vendor with an existing product that can meet the requirements of the Utility. Summary of Solicitation Process Proposal Description/Number Electric Cost Estimating and Design Software - RFP #106632 Proposed Length of Project 12 months Number of Proposals Mailed 7 Total Days to Respond to Bid 21 Pre-Bid Meeting? No Number of Bids Received: 4* Company Name Location (City; State) 1. Autodesk, Inc San Rafael, CA 2. Miner & Miner, Consulting Engineers, Fort Collins, CO Inc. 3. !tron, Inc. Spokane, WA 4. Hitachi Software Global Technology, Westminster, CO Ltd. Bid Price Range From a low of $84,970 to a high of $514,487 *Bid summary provided in Attachment C. An evaluation committee consisting of City staff reviewed the proposals. The committee carefully reviewed each firm's qualifications and submittals in response to the criteria identified in the RFP. The committee considered 13 different factors for evaluating the submittals. A list of the selection criteria and the evaluation is provided in Attachment D. The most important factors in selecting the successful proposal were 1) The ability of the proposed system to meet the specification, 2) Functionality of the proposed system, 3) Vendor's experience in providing a software system of similar capabilities. Autodesk, Inc. was selected because of its experience in providing systems of similar capabilities: Silicon Valley Power (City of Santa Clara) recently purchased the Autodesk Utility Design product; FirstEnergy (Akron) uses Autodesk Utility Design along with SAP integrated to its GIS. The proposal from Autodesk, Inc. was superior in meeting the 50 listed requirements in the specification. The price of the Autodesk, Inc. proposal was the lowest among the complete CMR:101:05 Page 3 of5 the specification. The price of the Autodesk, Inc. proposal was the lowest among the complete proposals. The proposal from Hitachi Software Global Technology, .Ltd was priced lower at $84,970, but staff found that the proposal from Hitachi was incomplete in meeting the scope of work. In particular, the proposal did not include pricing for the design and estimating component of the requirements. Also absent from the HItachi proposal was pricing for the SAP integration. The proposal from Autodesk, Inc. addressed all of the requirements of the scope of services. Another factor in awarding the contract to Autodesk was the familiarity that the Utility engineering estimators have with other Autodesk products. The design environment for the proposed system will have the look and feel of another Autodesk products (AutoCAD) that is already in use by the Electric Utility. The AutoCAD software has become a de facto standard within the Utility for design drafting. Utilities staff have worked closely with the Information Technology (I.T.) manager to prepare the scope of services. LT. was involved in reviewing and ranking the proposals. They have also agreed to be on hand during the implementation of the software. On-going support from I.T. will only be required when there are upgrades to the software. RESOURCE IMPACT Funds for this contract have been budgeted in the 2004-2005 Electric Fund Capital Improvement Program (EL-03013). Maintenance fees after the first year will be $17,032 per year. The annual maintenance fees will provide for software product upgrades, web-based support services, documentation updates, and technical telephone support. Staff expects a major improv~ment in productivity in the work order process due to the increased efficiency and accuracy of the new system. At a minimum, Staff anticipates to shift the resources of one FTE within the electric engineering department after the new system is fully . operational. POLICY IMPLICATIONS This recommendation is consistent with the Council approved Utilities Strategic Plan Key Strategy #3, Streamline and manage business processes to allow CPAU to work efficiently and cost-effectively. ENVIRONMENTAL REVIEW This is not a project for California Environmental Quality Act (CEQA) purposes. ATTACHMENTS A: Contract CMR:101:05 Page 4 of5 · , .. , : . .;..:;~ CMR:I0l:05 ATTACHMENTB o Distribution system maps including DWG files, manholes, schematics, etc. CPAU to provide Autodesk with a full list and samples of all sources prior to the project start up. o Database containing facilities information that relates back to system maps o Information on hardware, software and network to be used by the system o CPAU information on the existing computer LAN and WAN. o Customer information system export file containing customer to transformer connectivity o Database keys recorded in CPAU databases and Excel data to create the necessary links between CPAU/s attribute data and the DWG map objects. o CPAU information on the SAP enterprise resource planning database and XML format for 4DL to construct the bi-directional interface between the SAP plant maintenance and material management modules and the Utility Design and Estimation application. o Any other map, database, or system information requested by Autodesk and/or services requested by client o Fixing data that is found to be incorrect or incomplete during the data migration process. TASK 3 -INTERFACE CUSTOMIZATION AND DELIVERY Once the project applications and database are installed, tested, and accepted, Autodesk will develop and deliver the customized interface software necessary to establish communication between the Estimation and Design System and the SAP enterprise resource planning system. Upon completion, the interface software will be installed for testing by CPAU. CPAU is responsible for any work that needs to occur on the SAP system to complete the interface. TASK 4 -PROJECT DEPLOYMENT The tasks necessary to complete the project deployment process includes: 1. The delivery and installation of the Autodesk and 4DL products and CPAU electric distribution database at the CPAU offices. 2. Configuration of the Autodesk and 4DL products and implementation of the EDS system Utility Design and Estimation and Electric Distribution Management applications. In this task, Autodesk and 4DL will provide hardware specification for the EDS applications, deliver, and . install the Autodesk and 4DL software products and CPAU electric distribution database, configure and implement the applications, deliver and customize the interfaces, perform system acceptance test, and train the CPAU staff in software operations. Page 40f 13 '." .•. ~.'~ -. ...... ::"" .... ;:" ih .•... CMR:I0l:05 ATTACHMENT B o System Concepts Orientation: Management, supervisory, and operational staff will be provided with orientation to the basic concepts of GIS at various pOints throughout the development of the system by Autodesk. This orientation will be in the form of a seminar structured to provide the attendees with a basic understanding of the use of GIS technology, so they can effectively contribute to the success of the project and quickly gain benefit from the system as it becomes operational. o Introduction to Autodesk Utility Design Software Training: CPAU staff members responsible for engineering design and estimation will take this three-day course for eight hours per day that focuses on the AUD application. It introduces the use of electronic work order distribution design, engineering calculations, cost estimating, material ordering, and work status viewing and creation of construction maps for construction personnel, engineers, and supervisors. Attendees receive an overview of all applications available with AUD and are given specific instruction on how to use electronic work order design, flicker and voltage drop, and job estimation and tracking. The students practice overhead and underground design, creating engineering reports, validation of designs, engineering calculations, and producing construction maps. o Introduction to 4DL Core Engine Training: CPAU staff members responsible for the electric distribution management will take this five-day course that focuses on the 4DL applications. It introduces basic facility management concepts using the 4DL Core / Drawing Engine software including its architecture and data model to drafting technicians, engineers, and supervisors. The course teaches 4DL procedures for displaying, automating, manipulating, analyzing, reporting, and producing utility data. o Introduction to 4DL Network Project Management Training: CPAU staff members responsible for long term transactions, project version management, and cost estimation will attend this three-day course that focuses on multiple designs and work order management. It introduces proposed and as built state management, handling multiple project designs, conflict resolution, material cost estimating, and the management of long term transactions in the design process. o Introduction to 4DL Thin Client Application Training: Ten CPAU staff members responsible for the electric distribution management will take this one-day course that focuses on the 4DL web-based application. It introduces basic facility view, query, and reporting concepts using the 4DL Thin Client software. The course is open to all utility personnel including customer service staff, drafting technicians, engineers, and supervisors. The course teaches 4DL procedures for displaying, manipulating, analyzing, and reporting, utility data. o System Administration: CPAU staff members responsible for the maintenance and administration of the system software, and database will receive a four- day training course in methods for carrying out these responsibilities. Training will be provided by 4DataLink. Autodesk will assist CPAU in selecting appropriate staff that should attend. Page 6af 13 City of Palo Alto Utilities Department Estimation and Design System 1. System Costs Summary CPAU August 31, 2004 This is a cost summary for the major components of the electric Estimation and Design System termed as the base software module in the Attachment B -Cost Proposal. All pricing does NOT include applicable state and local taxes, or shipping charges. 1.1. Estimation and Design System Quotation Item Qty Base Software Module Unit Cost Total a. 1 Utility Design and Estimation Application Software $28,197 b. 1 Electric Distribution Management Application Software $53,460 Item Qty Implementation and Training Unit Cost Total c. 1 Installation and Implementation $50454 d. 1 Installation and Implementation Discount (17,513) e. 1 Training -(On-Site AUD, 4DL Core/Drawing, 4DL NPM, 4DL Thin Client, and System Admin) $20600 Item Qty Maintenance Agreement Unit Cost Total f. 1 Autodesk Product Subscription $5,432 g. 1 4DataLink Product Maintenance $11,610 Item Qty Other Cost Unit Cost Total h. 1 System Interface -(SAP ERP) $26,781 i. System Interface Discount (6,521) j. 1 Data Migration -(to Autodesk -4DL format establishing $29,950 connectivity of the system) k. 1 Configuration -(AUD Utility Design & Estimation and 4DL $90,050 Electric Distribution Management) Item Qty Estimation and Design System Unit Cost Total I. 1 Estimation and Design System $292,500 Total Cost for Electric Estimating and Design Software The total cost to implement the Electric Estimating & Design Software System for CPAU. Total -Electric Estimating and Design Software $292,500 Cost excludes reimbursable travel expenses, state and local taxes, and delivery charges. Customer shall reimburse Autodesk for all materials, applicable taxes, and all reasonable out-of-pocket expenses incurred by the Autodesk project team in providing the services including, without limitation, project-related travel, and living expenses. @2004 Autodesk, Inc., All rights reselVed. autodesk' Page 2 CMR:IOI:05 ATTACHMENT D b. Completeness of Cost Proposal Form Hitachi Software Global Technology Rank-4 Miner & Miner Consulting Engineers, Inc. Rank - 1 (tie) Itron Rank - 1 (tie) Autodesk Consulting Rank - 1 (tie) Page 2 of14 Cost Proposal Form was incomplete. No cost for Autodesk Utility Design component of solution. No cost for SAP interface component. Cost Proposal Form was complete. Detailed costs were provided in all major categories. Cost Proposal Form was complete. Additional cost sheet was attached which detailed each category and provided a list of notes and assumptions for the proposal. Cost Proposal Form was complete. Detailed costs were provided in all major categories. !:;.., .-: .. : ;: .. ~ CMR:101:05 ATTACHMENT D d. Vendor's experience in providing a software system of similar capabilities. Hitachi Software Global Technology Rank-4 Miner & Miner Consulting Engineers, Inc. Rank - 2 (tie) Itron Rank - 2 (tie) Autodesk Consulting Rank -1 Page 4 of 14 5 Japanese utility references listed in proposaL No U.S. based electric utility references. No mention of a SAP interface with the systems. Similar systems implemented for Dominion Resources (VA), Santee Cooper, and Hydro One (Ontario). Solutions listed did not have an interface to SAP, but provided interfaces to other application software. SMUD, Northwestern Energy, Wisconsin Public Service, Snohomish County Public Utility District, and Reliant Energy. SMUD has an integrated system with SAP. FirstEnergy (Akron) uses Autodesk Utility along with SAP integrated with GIS. Also integrated to other third party software applications such as GE PowerON (outage management) and Milsoft WindMil (engineering analysis) ENMAX Power Corporation (Calgary) uses an Autodesk Utility solution integrated with various applications. [:!] ; .. : " .. ~, CMR:101:05 ATTACHMENT D f. Ability of proposed system to meet City's specification Hitachi Software Global Technology Rank-4 Miner & Miner Consulting Engineers, Inc. Rank-2 Itron Rank-3 Autodesk Consulting Rank-1 Page 6 of14 The proposed system can only meet City's specification if an electric design software such as AUD is incorporated. Vendor has assumed that City will negotiate for the additional software application. City requested a complete solution to be submitted. This proposal does not meet that requirement. Proposal meets specification with minor customization to Vendor's software. Customization cost not included in proposal. In order to fully meet specification, additional consulting services will be required Proposal meets majority of City's specification. Exceptions to be listed in Section g. Proposal meets all but 2 of the 48 listed requirements on the specification. ~:. L· CMR:I0l:05 J. Installation and Implementation Schedule Hitachi Software Global Technology Miner & Miner Consulting Engineers, Inc. Itron Autodesk Consulting Page 10 of14 4 phase implementation scheduled over 40 days. 6 phase implementation scheduled over 92 days. 9 phase implementation scheduled over 200 days. 6 phase implementation scheduled over 87 days: ATTACHMENT D CMR:IOI:05 ATTACHMENT D k. Functionality of Proposed System and Services Hitachi Software Global Technology Rank-4 Miner & Miner Consulting Engineers, Inc. Rank-2 Itron Rank-3 Autodesk Consulting Rank-I Page 11 of14 Proposal was incomplete .. Meets Expectations. Uses a drawing platform not in use at the Utility. Has pull down menus similar to a "Windows" application. Meets Expectations. System was not easy to use during demonstration. Information was difficult to find. Meets Expectations; Uses a design platform which is almost identical to the AutoCad drawing tool that is currently used by the electric utility estimators; Will have the look and feel of softWare already in use in the City. The AutoCad product by Autodesk has become a de facto standard for the City. .:; CMR:IOI:05 L Level of Support Hitachi Software Global Technology Miner & Miner Consulting Engineers, Inc. Itron Autodesk Consulting Page 12 of14 ATTACHMENT D On-line post implementation support; additional support to be determined. Software maintenance free for the first year following purchase; technical support and assistance for out-of-the-box installation and routine maintenance of software. On-going support available at an annual fee. Troubleshoot software issues; provide phones support. Autodesk will provide software product upgrades and web-based support services; provide a siIigle support contact to calL CPAU to be provided a toll-free number. CMR:IOI:05 ATTACHMENT D m. Completeness of the SAP Interface Requirement Hitachi Software Global Technology Miner & Miner Consulting Engineers, Inc. Itron Autodesk Consulting Page 13 of 14 Relies on third-party software for transferring information between the systems. Interface based on the GEO I.App from IMPRESS Software Inc. The GEO I.App is an out-of"the- box SAP to ArcGIS interface solution with pre-configured business processes. Itron will provide a generic Work Management Interface that can exchange information in an XML format. This generic interface will import part price updates, and optionally crew setup information into LD-Pro databases. The generic interface will also export LD-Pro project design information to an exchange medium from which the City of Palo Alto can import the information into the SAP system. The proposed interface has the ability to link geospatial and temporal information maintained in the EDS database to data managed and contained in the plant maintenance and material management rriodules of the SAP system. Existing interfaces have been built using a combination of XML and flat files.