City of Farmington Farmington Electric Utility System REQUEST FOR INFORMATION AUTOMATED CALL-OUT SYSTEM. RFI No.:

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1 City of Farmington Farmington Electric Utility System REQUEST FOR INFORMATION AUTOMATED CALL-OUT SYSTEM Closing Date: July 17, 2018 at 2:00 p.m. RFI No.: Description: The City of Farmington Electric Utility System (FEUS) wishes to identify and distinguish the market for automated call-out systems that meet its specific needs and to determine whether a competitive bid/rfp is warranted to contract the services in the near future. This process is not an offer to contract. Contact Information: Buyer: Sharron Dunn, CPPB Phone/Fax: / sdunn@fmtn.org Submit information and responses to the City of Farmington (COF) PURCHASING OFFICE at: sdunn@fmtn.org or CITY OF FARMINGTON CENTRAL PURCHASING DEPARTMENT Attn: Sharron Dunn 805 MUNICIPAL DRIVE (Physical) 800 MUNICIPAL DRIVE (Mailing) FARMINGTON, NM SINGLE POINT OF CONTACT: There will be only one point of contact for the entire Request for Information process. The contact point is the COF Purchasing Office, and the contact person is the Buyer listed above. COF official response to any questions or requests will be in writing through direct letters or the Addendum process. FOR MORE INFORMATION please refer to Section 1 Instructions to Respondents. 1

2 NOTICE Request for Information ( RFI ) Automated Call-out System RFI # The Farmington Electric Utility System (FEUS) requests information from interested parties who provide automated call-out systems in order to identify and distinguish the market for such systems that meet its specific needs. Although this RFI may help determine whether a competitive proposal process is warranted to contract the services in the near future, FEUS is requesting technical information only at this time and makes no guarantee that it will issue a Request for Proposal or enter into any agreement as a result of this Request for Information. Please submit responses to Sharron Dunn, CPPB (Buyer I), no later than, 2:00 p.m. on Tuesday, July 17, 2018 via to sdunn@fmtn.org. All responses must clearly identify the RFI number and name of the respondent. The RFI documents may be downloaded from the COF Purchasing website: Date: June 26,

3 Request for Information ( RFI ) Automated Call-out System RFI # July 17, :00 P.M. ACKNOWLEDGEMENT OF RECEIPT FORM In order to receive copies of all future communications, relating to, and including amendments to this distribution packet # , return this acknowledgement form no later than July 10, 2018 at 2:00 p.m. Returning this form is not mandatory to submit a response. FIRM: REPRESENTED BY: TITLE: PHONE: FAX: ADDRESS: CITY: STATE: ZIP: SIGNATURE: DATE: This name and address will be used for all correspondence related to document # Firm does / does not (circle one) intend to respond. If firm does not intend to reply, please give a brief reason for not responding: Return to: Sharron Dunn, CPPB, Buyer I City of Farmington Central Purchasing 800 Municipal Drive Farmington, NM Phone: (505) Fax: (505) sdunn@fmtn.org 3

4 I. INSTRUCTIONS TO RESPONDENTS 1.1 SUBMISSIONS Please submit your response to each of the questions listed in Section 2. Provide as much detail as possible in your response: Response to Purchasing: The deadline for questions time and date for this RFI: July 10, 2018 at 2:00 p.m. The closing time and date for this RFI: July 17, 2018 at 2:00 p.m. 1.2 DESCRIPTIVE LITERATURE You may submit information which describes your organization in sufficient detail. You may also provide a link to your website if the detailed information can be found there. 1.3 PROPRIETARY DATA/PUBLIC RECORD This Request for Information, together with copies of all documents submitted in your response, will be kept by COF and made a part of a file or record, which shall be subject to the open to public records act. 4

5 II. FEUS BACKGROUND INFORMATION The Farmington Electric Utility System (FEUS), owned and operated by the City of Farmington, is located in northwest New Mexico. Our service territory of 1718 square miles encompasses the City of Farmington, most of the populated area of San Juan County (including the City of Bloomfield and the San Juan River Valley west from the City to the Navajo reservation) and a portion of Rio Arriba County northeast of the City. FEUS has approximately 168 employees and serves over 44,500 customers. FEUS owns and operates three generation facilities, two of which are BES, and is joint owner of San Juan Generating Facility operated by Public Service of New Mexico. The total generation capacity is 157 MW. In addition, FEUS has firm purchase power contracts. FEUS has interconnections with Western Area Power Authority (WAPA), Public Service New Mexico (PNM), Tri-State Generation and Transmission (TSGT), and the City of Aztec, After business hours, FEUS s Control Center office becomes the sole contact point for all customers experiencing outages/issues. FEUS, like many utilities, currently relies on a manual process to assemble its distribution line crews for such after-hours occurrences. The Control Center is typically staffed by one person, whose priority is to monitor and maintain the reliable operation of the Bulk Electric System (BES) and the safety of those working within it. When system events occur, the system dispatcher s priority task is to analyze SCADA and other data, maintain the reliability of the BES, develop a mitigation plan, dispatch troubleshooters/field personnel and direct and monitor their actions. The Control Center has numerous call lists from which to assemble the required complement of personnel, depending on the issue. Each section at FEUS has developed their own call lists based upon job classifications, training levels, availability for duty, on-call and other CBA (labor agreement) requirements. The Control Center will dial one home phone number or cell phone after another, moving down the list in the prescribed order, while complying with work rules established by its labor agreement. Since each person on each list may have multiple contact numbers and some lists dictate messages be left at all numbers, the completion of a crew call-out can take minutes, increasing restoration time. The complexity and differences in the lists also contribute to errors in the call-out process. FEATURES REQUIRED FEUS seeks a more expedient, reliable way of executing callouts, while complying with both labor rules and the unique needs of multiple departments. Such a system would ideally include the following features: Complex callout ability via phone, , and text, handling inbound and outbound messaging, while maintaining and complying with complex union rules Crew callouts allow for assembling pre-defined crew complements simultaneously or as specified by rules, such as labor agreements. To clarify further, we seek an application that can recognize an FEUS-defined crew composed of various roles where the application will recognize the difference between roles and will call out accordingly. 5

6 Call one staff member at a time or initiate an unlimited number of callouts simultaneously within the same and/or different locations. Automatic schedule and status aware callout to prevent calling employees who are unavailable Configurable exception status (e.g. sick, rest, vacation, etc.) Call recording of call-outs Web-based application. We seek a hosted environment that does not require FEUS to own and maintain the servers and equipment, while enabling all FEUS staff to utilize it wherever they happen to be. Complex (utility-based) callout rules available out of the box without IVR and/or database customization 24x7x365 dedicated live technical support 6

7 III. SUBMITTAL FORM RFI # PROPOSER NAME: A. FORM INSTRUCTIONS Respond directly into the form and complete the following: 1. Fill out Parts B through D of this Submittal Form. 2. Have an authorized representative sign the Submittal Form. 3. Submit the response as provided in section 1.1 of this RFI document. B. COMPANY INFORMATION Business Name: Headquarter City/State: Business Phone No. (Daytime): Number of Employees: Annual Sales: $ Date Business Established: Contact for this RFI: C. QUESTIONNAIRE 1. EXPERIENCE Describe your company s experience and history in providing automated call-out systems, which industries you usually serve, and your specific experience with utilities. You are welcome to attach supportive documents if you wish. (Label/entitle any such attachments as Supporting Documentation.) 2. KEY STAFF EXPERIENCE Please describe the type of experience and qualifications of the key staff you d likely assign to a new account in regards to automated call-out systems. 7

8 3. CAPABILITIES Please address each bullet point in Section II FEATURES REQUIRED and describe how your system could fulfill that need. 4. FEE STRUCTURE Please describe the various fee structures available in contracting with your organization (e.g. charge by # of meters, # of staff using the service, flat monthly fee, etc.) 5. TECHNICAL SUPPORT Please describe a broad overview of the technical support included in the basic purchase, as well as additional support levels available for an additional fee. D. ASSURANCES AND SIGNATURE The undersigned authorized representative of the Responder certifies that he/she has the authority and/or responsibility to represent her/his organization in submitting a response to this RFI. RESPONDER SIGNATURE: Company Name Field Office Address (from which service would be provided) Title Responder Representative authorized to sign RFI (Please print or type Name) Signature Representative s Address and Phone Number 8

Denver Public Schools Purchasing Department 900 Grant Street, Room 301 Denver, CO Dear Vendor:

Denver Public Schools Purchasing Department 900 Grant Street, Room 301 Denver, CO Dear Vendor: Denver, CO 80203 Dear Vendor: Thank you for obtaining this Request for Information on-line. is not currently using an on-line "Bid Provider", which would track and charge Vendors to obtain our solicitations;