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HomeMy WebLinkAboutCall for BidsTRUCKEE-DONNER PUBLIC UTILITY DISTRICT POST OFFICE BOX 309 TRUCKEE, CALIFORNIA 9S7J4 TELEPHONE S87-38M ;P CALL F'OR BIDS I I Sealed bids will be received by the Board of Directors, Ttuckeo-Donner Public Utility District, until 4:00 P.M., June ]?, l')81, Tor: Data Processing Equipment and related services. Bids will be publicly opened and reviewed at that time, results read aloud at the regularly .scheduled Board of Director's meeting, 7:30 P.M., June 15, 1981. Specifications may be obtained from Ms. Mary Chapman, Office Manager, Truckee-Donner Public Utility District, whose telephone number is 9K>-5fS7-3896, and bids shall be filed at the District office located at U570 Conner Pass Road, P.O. Box 309, Truckee, California, 9573-!. Each bidder must be willing to contract all items in the specifications on a turn-key basis and no bid will be considered that does not include a quotation on all items requested. The board reserves the right to reject any and all bids and to accept the bid which is in the best interest of the District. No bid may be withdrawn after the time set for the bid opening, nor before the award of the contract, unless award is delayed for a period exceeding thirty (30) days. TRUCKEE-DONNER PUBLIC UTILITY DISTRICT D. Eugene-'Holt, General Manager BID SPECIFICATIONS ;« I GENERAL - It is the intent of Truckee-Donner Public Utility District to secure S new computer system for use in maintaining its customer billing, accounting and engineering records. The District is interested in receiving bids from all vendors capable of supplying its total needs including all equipment, operating systems, applications programs and continued program maintenance on a turn-key basis. The successful bidder must, therefore, be willing to contract to conform to the following general requirements: 1. The bidder must be willing to contract to supply all of the following items on a lump sum turn-key basis. A. The Computer Equipment (See Schedule 1) B. The Necessary Operating System and Compilers (See Schedule 2) C. The Applications Programs (See Schedule 3) D. Complete Training of Our Employees (::ee Schedule 4) Each bidder must, supply all items listed and be willing to contractually commit to supply all items shown as a "sole source11! '!•< "joint, venture" bids will be considered and no partial bids will be considered. I 3. Each bidder must be able to furnish evidence satisfactory to the District of fiscal responsibility. This evidence must take the form of an audited financial statement showing a tangible net worth of not less than $500,000 or a bidder must submit with his bid a contractors performance bond in an amount of not loss than $100,000. 4. All bids must be submitted in sealed envelopes on which shall appear the name and address of the bidder together with the date and hour of the bid opening. 5. In estimating the lowest cost to the District, the District will consider, in addition to the price quoted in the bid, the following: time of delivery, capabilities and versatility of the equipment and programs, plus features over and above the minimum requirements; location of the serviceman, repair facility and so forth. Prior experience of the bidder in develop- ing and installing utility billing, utility accounting and utility engi- neering systems will be of prime importance in choosing the final successful bidder. 6. A contract, when executed, shall be deemed to include the entire agreement between the parties thereto, and the Contractor shall not claim any modi- fication thereof resulting from any representation or promise made at any time by any officer, agent or employee of the District or by any other person. TRUCKEE-DONNER PUBLIC UTILITY DISTRICT Dated: f tZCL By; c 1 z*± President, Board of Directors SCHEDULE 1 ;fc THE COMPUTER F.'.'l' I I'MhNT S PEC 11' I CAT IONS The bidder is to meet or exceed the following minimum specif{.cations which are shown in parenthesis. Beside each item, please state the specification on which your bid is based. All equipment bid must be new equipment and unused. I Central Processing Unit Main Memory as bid: (256KB) Maximum Memory Expandable to: Line Printer No. of Characters Par Print Lino (132) Print Speed in Lines Per Minute (180CFS) No. of Alpha Numeric Characters in Print Set (64) Disk Drives (Note: All Disks Bust Lie Removable Hard Disks) Minimum No. of Disk Drives {?.) Storage Capacity Per Disk (28MB) Total Disk Storage On-Line (56MB) CRT Terminals (Note: All Terminals Must Offer Poth 10 Key Pad and Typewriter Keyboard) No. of Terminals in your Hid (5) Maximum No. that can be used with this CPU and Operating System Maximum No. of Characters that can be displayed at one time Baud Rate between CPU and Local Terminals Vour Bid I Floppy Disk Drive Minimum No. included in your Hid (1) Capacity of Floppy Disk (256KB) Prime location (City) from which maintenance service will be rendered on the above equipment: In addition to the above printer, the District has a Printronix (P300) LPM printer which we would like to interface with the new system. Will your system interface with our Printronix (P300) LPM Printer? _Yos No If your answer is yes, then how much will the interface board cost, including installation? (This amount should be included in your bid) $ Will any modifications be required to your operating system or application pro- grams? Yes No If yes, please quote a firm price for those modifications and include in bid price. S SCHEDULE 2 THE OPERATING SYSTEM AND COMPILERS SPECIFICATIONS Please answer the following. Include in your answer only capabilities which are t included within your overall bid price. Do not include or list any capabilities which are extra charge items. 1. '1. Please name and describe the operating system included in your bid. 2. Does this operating system include multiprogramming capability? Yes No 3. What Programming Languages does this operating system support? I A. Are compilers furnished for all of those languages? Yes No 5. Please list or attach a list of all utilities which are Included at no additional cost within your bid. SCHEDULE 3 THE APPLICATION PROGRAMS SPECIFICATIONS 9 I The bidder is to meet or exceed the attached list of programs which must be available and demonstratable at the time of bid acceptance. All programs should be capable of operation utilising the CRT Terminals in an on-line realtime update mode with interactive processing of edits and error messages. Please also attach a reference list of at least five utility accounts where the above application programs are currently installed and in operation. The Truckee-Donner Public Utility District is a multiple utility operation (electric and water). All bids should be based on the ability to handle both of these operations. All application programs must meet all District requirements. I CONSUMER BILLING 9 PROGRAM NAME I I Customer Billing System: Electric Billings Water Billings Fire Hydrant Billings Standby Billings Misc. Charges Billing System Master Menu Billing System Posting Menu Billing System Inquiry Menu Billing System Revenue Menu Billing System Report Menu Billing System Billing Menu Billing System Monthly Menu Billing Proof Transaction Report Generator Rate Table File Maintenance Build Billing System Options Billing System Report Generator Status List 1 Status List 2 Status List 3 Inquiry (CRT s Printer) Inquiry by: Customer Name Account Number Service Location Meter Number Transformer Number Social Security Number Consumer Master File Maintenance Payment Posting Meter Reading Posting Adjustment Setup Adjustment Posting Bill Calculation and Register Create and Print Index of Bills by Zip Code Bill Print Revenue Adjustment Summary Aged Accounts Receivable Register Print Delinquent Notices Cut-off List/Register Automatic Delinquent Charges Revenue Summary Report Tax Exempt Report Missing Meter Reading Report Status Change and Billing System Reorganizer Cut-off Notice System Back-up Consumer History Pull Consumer History Merge Consumer History Print Credit History Menu Header Record Maintenance File Maintenance Credit History Customer Deposit System Transformer Load Analysis System J» I I PAYROLL 1. Calculate and Print Payroll Checks A. FICA Tax Exemption on sick leave pay 2. File Maintenance: A. Employee Master File Up-date & Correction B. Create New Employee Master File 3. Calculate Sick Leave & Vacation - Print Register 4. Deduction Register 5. Q-T-D and Y-T-D Earnings Report 6. Labor Distribution Report: A. Compute "Fringe Benefits" by Employee B. Compute "Engineering Overhead" Cost to Capital Expenditures C. Print Labor Distribution Register by G/L Account, Work Orders and Job Order 7. Print 941-A's and W-2's 8. Transaction Registers A. File Maintenance B. Security Access 9. Time Sheet Proof 10. Time Sheet Posting GENERAL LEDGER I I 1. Chart of Accounts - Build and Update 2. File Maintenance: A. Master File B. Balance Forward C. rorrect Curient Balance -• General Ledger Master 3. General Ledger Inquiry 4. Accumulate by Month: For REA Form 7 Summary: A. Cash Receipts - (By Class and Total) B. Labor Distribution C. Materials and Supplies D. Vehicle Expense 5. General Ledger Summary 6. Functional General Ledger 7. Budgetary Analysis 8. Trial Balance - General Ledger 9. Detail Proof Listing - General Ledger 10. Transaction Journal 11. General Ledger History 12. Manual Journal Entry 13. Final Monthly Up-date 14. Year End Summary - General Ledger 15. Code File Maintenance 16. Budget File Maintenance COST ACCOUNTING I I 1. Overhead Distribution: A. Construction Work Orders B. Retirement Work Orders 2. Unit Costs - Retired Materials 3. Work Order Log 4. Special Equipment - Cost Summary 5. Cost - Completed Work 6. Cost - Retirement Work Orders 7. Material Salvage by Job Number 8. Material Used by Job Number 9. Construction Work-Order Costs - Open Work Orders 10. Summary - Special Equipment Retired 11. Work Order Costs - Completed Work Orders A. Register of Total Work Order Costs 12. File Maintenance A. Master File Correction B. Create New File C. Close Out Work Orders & Delete 13. Plant Account Sub-Ledger 14. Depreciation Reserve by Plant Account Sub-Ledger ? FINANCIAL SYSTEM I I Purchasing, Materials and Supplies 1. System File Re-Organizer 2. File Maintenance: A. Vendor Master B. Inventory Master 3. Material Inventory Report 4. Materials Usage Register 5. Inventory Month-end Update 6. Purchase Order File Maintenance 7. Purchase Order File - Sort and Print Register 8. Process Invoices - Emrumberance Register 9. Invoice File Maintenance 10. Process "Non-Item" Invoices 11. Pre-Check Accounts Payable Register 12. Print Accounts Payable Checks 13. Accounts Payable Register 14. Accounts Payable File Maintenance 15. Month-end Inventory Activity Report MANAGEMENT INFORMATION SYSTEM I 1. Financial Forecasting 2. Cash Analysis - Investment History 3. Plant Cost Analysis A. Cost Per Mile (Primary, Secondary, Service) 15. Cost Allocations to Area by Ratio 4. Annual Revenue Analysis: A. Class of Service B. Area Ratio to Total Revenue C. Per Consumer D. Rate Block E. Revenue Code F. REA Code 5. Debt Service Earned Ratio - Monthly and Annual 6. Times Interest Earned Ratio - Monthly and Annual 7. Operations and Maintenance Cost Analysis 8. Depreciation Register 9. Insurance Register I MISCELLANEOUS 44 I 1. Does your system have the ability for bugs to be fixed remotely using a CRT Terminal? 2. Do you have the ability to provide Engineering Analysis Programming to do: Voltage Drops Fault Currents Switching Load Growths Capacitor Placements 3. If your answer to 2 above is yes, then how much is this package? (Do not include in bid) 4. Is this package currently running and interfaced to your financial application programs on the same CPU? Yes No Yes Yes No No Yes No Yes No Yes No $ Yes No I SCHEDULE 4 EMPLOYEE TRAINING SPECIFICATIONS . I In installing the system, the bidder must provide a complete training program for the Districts employees who will be required to operate the system on a day-to-day basis. Please answer the following questions. 1. Do you provide on-site or off-site training? Minimum number of hours included in your bid for training the Districts Employees. 3. Please attach a description or outline the training you propose to provide the District. 4. Do you provide a 30-day parallel on consumer billing as a part of your training program? __ 5. Do you provide on-site training specialist during the parallel period? If so, how many man-days of on-site time are included in your bid? I BID SUMMARY 4» I You may bid either purchase or term lease prices in the blanks provided below. If, however, you elect to show purchase prices, all items must show purchase prices and if you elect to bid lease prices all items must show a lease price based on the same lease duration for all items. If quoting lease prices, please state the lease duration I ITEM Computing Equipment (Must Meet Minimum Shown in Schedule 1) Operating System as Described in Schedule 2 Application Programs (As Shown in Schedule 3) Training Program (As Shown in Schedule 4) TOTALS Miscellaneous One-Time Charges (Please State Amounts) Sales Tax $ Freight & Insurance $ Disk Packs: No. § $ = $ S PURCHASE PRICE LEASE PRICE Monthly Hardware Maintenance Computer Installation Charges Conversion Cost of Consumer Billing Master File Software Documentation Forms & Stock Paper (Estimate) Other Charges (Please State)