Interactive water use portal and consumption notifications software system

Agency:	East Bay Municipal Utility District
State:	California
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Posted:	Feb 28, 2024
Due:	Mar 26, 2024
Publication URL:	To access bid details, please log in.

EBMUD is soliciting proposals for Interactive Water Use Portal and Consumption Notifications Software System, Request for Information (RFI).

Please respond to this RFI no later than 6:00 PM PST, Tuesday, March 26, 2024. Completed response must be submitted by electronic mail (email) to:

Suma Popat, Senior Software Engineer
suma.popat@ebmud.com

Questions

If you have questions regarding this RFI, please send an email to suma.popat@ebmud.com . To ensure a response, questions must be received no later than 6:00 PM PST, Tuesday, March 05, 2024.

RFP document(s)

Document	Type	Size
RFI - Water Use Portal	PDF
Attachment A for EBMUD RFI Water User Functional Requirements	PDF
Attachment A1 Vendor Response Form 1.2.1	MS Excel

Attachment Preview

Interactive Water Use Portal and Consumption Notifications

Software System

Request for Information

February 27, 2024

Table of Contents

General Information....................................................................................................................3

1.1 Overview of EBMUD.......................................................................................................3

1.2 Overview of Water Conservation....................................................................................3

Project Overview.........................................................................................................................4

1.3 Introduction of Project.....................................................................................................4

1.4 Request for Information (RFI).........................................................................................4

Current Business Environment .................................................................................................5

1.5 Business Environment....................................................................................................5

Functional Business Requirements ..........................................................................................5

1.6 Functional Requirements................................................................................................5

Technical Requirements ............................................................................................................6

1.7 Security and Compliance................................................................................................6

1.8 Accessibility ....................................................................................................................7

1.9 Risk Management...........................................................................................................7

1.10 Interfaces........................................................................................................................7

1.11 Reporting Infrastructure..................................................................................................8

1.12 Data Conversion.............................................................................................................9

1.13 Mobile Options................................................................................................................9

Vendor Requirements...............................................................................................................10

1.14 Vendor Information and Experience .............................................................................10

1.15 Product Information and Hosting Options.....................................................................10

1.16 Pricing Information........................................................................................................11

1.17 Product Implementation................................................................................................12

1.18 Training.........................................................................................................................12

1.19 Ongoing Production Support ........................................................................................13

Vendor Information...................................................................................................................14

1.20 Terms and Conditions ..................................................................................................14

1.21 Schedule and Contact Information ...............................................................................14

ATTACHMENTS

ATTACHMENT A – FUNCTIONAL REQUIREMENTS

ATTACHMENT A1 – FUNCTIONAL REQUIREMENTS RESPONSE FORM (EXCEL

VERSION)

General Information

1.1 Overview of EBMUD

East Bay Municipal Utility District (EBMUD) supplies water and provides wastewater treatment for

parts of Alameda and Contra Costa counties on the eastern side of San Francisco Bay in Northern

California. EBMUD provides high-quality drinking water for 1.4 million customers. The wastewater

system serves 740,000 customers in an 88-square-mile area.

EBMUD is a publicly owned utility formed under the Municipal Utility District Act passed by the

California Legislature in 1921. EBMUD has a seven-member Board of Directors publicly elected

from wards within EBMUD’s service area. The Board of Directors and management believe that

EBMUD has a public responsibility to preserve the region's resources and set industry standards

for the way water and wastewater utilities conduct themselves. EBMUD is a customer-oriented

and environmentally sensitive public agency, firmly committed to serving people and the

environment.

1.2 Overview of Water Conservation

As a water utility, the District provides a wide variety of water conservation and customer

services. These services rely on collecting, processing, and analyzing many forms of data that are

made available to end users through web portals, emails, and various other communication

channels. The portals and communication channels are an important means to share water

consumption information, leak alerts, water budgets, conservation messaging and tools for staff

and customers. The District needs a software system that provides access to this data, analytic

tools, alerts, and reports that support our water conservation and customer service objectives.

The ideal product will be a user-friendly, flexible application that supports backend data

processing and front-end data presentment needs. 

The District has nearly 400,000 meters, of which currently 5% have hourly AMI interval data, and

the remaining are read manually on a bimonthly, or less frequently monthly, billing interval. The

District plans to convert an additional 10% of its manually read meters to AMI over the next five

years.

Project Overview

1.3 Introduction of Project

The District uses several solutions to provide customer service functionality including

EBMUD.com, online account portal, informational water budgets, AMI data presentment, leak

notifications, and an internal Water Conservation Rebate and Audit Application. The main

objectives of this project are to understand services vendors can currently provide that support

Water Conservation services related online Customer Portal functionality. Key functionality

includes:

• Presentment of Billing and AMI water use data

• Water consumption-based communications, notifications

• Development and distribution of water budgets

• Multi-channel communications

• Conservation tools

• Reports and Analytics

Additionally, there is interest to understand the full suite of other customer portal services that

vendors can provide along with the above conservation services. These include:

• Online Customer Portal that integrates customer facing functionality

• Start/Stop Service

• View Statements

• Online Payments

• Request Various District Services

• Single Sign on Support

It is expected that this project will require integration with other District applications as

described in the requirements documents.

1.4 Request for Information (RFI)

EBMUD is seeking a new software system to replace the existing online conservation services to

address its current and future needs. This Request for Information (RFI) is intended to inform

EBMUD about the functionality and services available in the marketplace for managing this type

of information. This RFI is a vehicle for information discovery of existing deployed solutions and

should not be construed as a solicitation.

The RFI is intended for companies that develop solutions, as well as companies that implement a

developer’s solution. The RFI contains a general overview of EBMUD and an overview of our

current environment.

Included in the package is an attachment (Attachment 1 – Vendor Response Form) in Excel format

that contains tabs for Technical, Vendor and functional requirements. Please submit your

responses on the spreadsheet and then return the spreadsheet to EBMUD.

Vendors are encouraged to respond whether they offer technical solutions for all or some of the

business areas documented below. If you provide solutions to some of the business areas, it is

critical for you to document how your system would interface with other business areas and

existing systems. Select vendors will be asked to demonstrate their solutions to EBMUD

stakeholders. Project requirements may be revised over the course of this discovery process

based on any additional information acquired.

(NOTE: A response to this RFI does not constitute a bid; however, any information or

demonstration provided in a response to this RFI may be considered as historical data by EBMUD

if EBMUD decides to issue a Request for Proposal (RFP).)

Current Business Environment

1.5 Business Environment

Currently the District is using a cloud-based WaterSmart application to provide water

consumption information to District Customers. Our 10-year contract with the Vendor is coming

to an end. District would like to assess the current landscape of cloud-based technology solutions

to help inform a potential RFP to upgrade or replace the current system .

Functional Business Requirements

1.6 Functional Requirements

Please find the functional requirements for the various business units in Attachment A –

Functional Requirements.

1. Please use the attached spreadsheet to provide your responses for the Functional Business

Requirements.

2. For each item, please provide the following information:

a. In the Solution Type column, indicate how the business needs will be met i.e.,

whether it is out-of-the-box (base package), an extra add-on package, a customized

solution, future release or if it is not supported.

b. In the response column, please provide the following information.

i. A description of the functional capabilities of your solutions.

ii. Information that EBMUD needs to provide to your solution to accomplish the

business need and how that information can be supplied.

iii. Description of how users can interact with your system to accomplish the

business needs (web, tablet, other mobile device, etc.)

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Interactive water use portal and consumption notifications software system

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