U.S. Department of the Interior, Bureau of Indian Affairs, Phoenix Area Office, P.O. Box 10, Phoenix, Arizona 85001-0010

D -- UTILITY BILLING SYSTEM SOL N-98-0001 DUE 110698 POC Rebecca Smith, Contracting Officer, 602-379-6760 E-MAIL: Click here to contact theContracting Officer via e-mail, Rebecca_Smith@mail.bia.gov. Software -- Utility Billing System. This is a combined synopsis/solicitation for commercial items prepared with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. The solicitation number is N- 99-0001 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 97-06. The Bureau of Indian Affairs, San Carlos Irrigation Project (SCIP), Coolidge, Arizona, requires software for a utility management system capable of handling approximately 14,000 customers. SCIP is a government-owned electric power utility with a specific computer need in the area of a Utility Management System. SCIP requires an integrated database to supply support for all its electrical business needs. This includes billing, work order system, data collection/manipulation, usage tracking for reporting purposes, and automated meter reading. This system must also be Year 2000 compliant. The functions desired in this system include: (1) Customer Accounting (needs to be operational by 1/01/99): The ability to maintain detailed history of each consumer, provide data storage in a chronological history file, provide instant consumer inquiry to allow users to search by account number, name service address, meter number, telephone number, customer number, or transformer number. Minimum desired features for Customer Accounting: (a) Perform billing and accounts receivable functions to consolidate billings for customers with multiple meters for approximately 25,000 customers; maintain meter records and transformer records, process service orders and consumer deposits, handle cash receipts, maintain miscellaneous accounts receivables (including contracts), provide budget billing, be expandable to utilize telephone lines, radios, and microwave signals for meter readings, perform account adjustments, accommodate deregulation/unbundling type requirements and have flexibility in the type of available rate schedules; (b) Interface with: remote locations at Oracle, AZ, San Carlos, AZ and one remote location near Coolidge, AZ via telephone leased lines; hand held meter reading systems; and an outage module; (c) Maintain meter records by manufacturer's serial number or company assigned number, unique map number assigned to service locations, unique account number assigned to consumers, meter installation, statement billing handled by standard account numbering system, identify billing by classes, e.g., federal, various tribes, cities, counties, states, commercial, industrial, etc., (d) Cash Drawer to process receipts, interface completely with consumer accounting, interface completely with miscellaneous accounts receivable, automatically update the customer's account in each of the interfaced modules, (e) Custom reporting capabilities: Reports such as customer accounts receivable aged listing (includes miscellaneous receivables), customer adjustments, customer credit balance, disconnect list, Meter History List, Service Orders, Customer Payments, Statistic Reports (Customer Classes, e.g., Commercial, residential, locations, etc.), Annualize customer reports, Customer Deposits, Usage Report, Well Pumping, Re-read Report, Customer Inquiry Report; (2) Work Order (needs to be operational by 3/01/99). Codes with description should be provided so that each work order may be identified as to major job type, minor job type, school districts, counties, etc. Code descriptions should be maintained and should be accessed for reference when entering work order information. Maintenance and contractor work orders may be used with this system. Minimum desired features for Work Order: (a) Estimated vs. Actual cost tracking, (b) Maintenance of continuing property records, (c) Query reporting capability, (d) Historical construction analysis, (e) generate reports of work in progress, Closed work order summary, Backlogwork order summary, Detail by work order number. Current labor, material, transportation, and overhead transactions. (3) Material Management (needs to be operational by 2/1/99). The system must be able to maintain inventory records and provide management with information necessary to maintain proper reasonable inventory levels, produce accounting information for financial reporting requirements and management cost analysis, provide a tracking system for material items from point or order to issuance from the warehouse. Files should be updated immediately when transactions are entered, providing current inventory status. Inventory for special equipment (meters, transformers, etc.) should be established even though these are capitalized upon purchase. Minimum desired features for the Material Management: (a) Maintenance of Multiple Categories of Material, and Usage History by type of use (construction, maintenance, etc.), (b) Work Order Interfaces, (c) Reports Inventory Control Register, Items Unable to Price,Material Changes by Work Order, Inventory Analysis Report, Purchasing Guide, Open Purchase Order Report, Purchase Order History, (d) A Unit to Material Conversion. The module should include a unit to material conversion system to integrate with material and inventory and work order modules. The units to material conversion system should be designed to take estimating sheet assembly units and breaking them down into material components. These components should be then charged out of the inventory system by ticket number. This module should also be able to take assembly units and convert these to continuing property units for the work order module. When material is committed, it should be committed in the material and inventory module. A material selection list should be able to be printed as an aid for the warehouse person in selecting materials. The units to material conversion sub-module should include the following features: Job Cost Estimating and Commitment of Material; (4) Outage (needs to be operational by 2/1/99). The module should be designed to pinpoint the location of an outage using telephone reporting as the primary source. The data derived from customer telephone call reporting an outage should target the source of the outage. This will allow for the classification of outage calls. The module should include the following features: (a) Online outage history per location, (b) Tabulation of total duration and number of losses upon restoration, (c) Notification of planned outages, (d) User defined reports; (5) Existing Data Conversion (needs to be operational by 1/01/99 with Item 1, Customer Accounting). Conversion of the existing ORCOM database information for approximately 14,000 billing customers to the new data format (SCIP, if possible, will have existing data converted to DBASE or ASCII but if this is not possible, vendors should be prepared to do so. (6) Additional features. System must have a method of backing up all data for the protection of all databases. Office wiring and cabling for the system including ethernet design and installation. Five Year Minimum Maintenance Agreement. Training for both the operators of the system and the users of the system. (7) Equipment. Offerors are requested to list price(s) for hardware requirements for their product, e.g., the equipment needed to be able to allow the San Carlos Irrigation Project (SCIP) provide electrical service billing for it's 14,000 customers, Personal Computers/Workstations, scanners, Laser Printers (networked), Hand-held meter reading devices with cradles, 1 server, Backup system for data. The delivery date shall be 30 days after receipt of order. FOB: destination. Location: Coolidge, Arizona 85228. Include warranty coverage consistent with customary commercial practices. The following FAR provisions apply to this solicitation and incorporated by reference: FAR 52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation-Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders. Offerors are required to submit a completed copy of 52.212-3 Offeror, Representations and Certifications -- Commercial Items with its offer. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation, is determined most advantageous to the Government price and technical considered. Offers are due at the address listed by 6 NOV 1998, 4:00 p.m. (Local time). Posted 10/23/98 (W-SN265100). (0296)

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