Peter van Muyden. RFP process review for users and vendors .
Complete initial conversion in 1985
Accurate base map controlled by the Government
GIS files shared between the utilities and city departments (GeoEdmonton partners)
EPCOR Power (EDTI) maintained their GIS data using MicroStation GeoGraphics with Oracle Spatial as the datastore
GeoEdmonton received the 2004 GITA Innovation awardEPCOR GIS Background
Consultants drawings (AutoCAD and MicroStation)
Trimble GPS data
GeoEdmonton MicroStation tile production
Raster format (GeoTiff, MrSid, etc)Support for GeoSpatial data
The solution will provide the initial foundation for the SmartGrid program initiatives.
Work packages are issued more timely and in a consistent standard across the BU.
Users have greater visibility on existing and proposed projects.
The as-built recording timelines are greatly reduced.
Provide accounting functions for asset retirement tracking.
Business users are able to use the new solution to create and update engineering designs.
The new solution is more efficient than the current technology and manual processes.Business goals
Automated issuance and approval of work orders.
Automate the Job Hazard Assessment (JHA) design drawing document process.Customer & Land Services and Engineering Services:
Provide planners an opportunity to analyze and optimize system flows to reduce line losses, optimize equipment loading and prevent damage from overloading.System Planning
Identify facility locations
Gathering utility information on rights of way, circuits, lines and owners.
Provide ability to “red-line” in the field.
Provide electrical circuit tracing capabilities in a mobile tool.
Automate the update of circuit prints.
Provide precursor for an Outage Management System which will identify outage locations and automatically helps develop system restoration plans.Field Operations including underground and aerial
Ability to perform life cycle maintenance, monitoring and repair of assets on an operational basis.
Provide improved inspection processes.
Provide visibility of maintenance and repair work requirements.Asset Management including Inspection
The first phase encompasses detailed requirements analysis and detailed plans for implementation, data preparation and data conversion.
The vendors were required to provide a firm fixed price bid for the first phase of the project along with an estimate for the second phase.
At the end of phase one, the vendor was expected to confirm a fixed price for the second phase.
EPCOR reserved the right to go to market for the second phase.
The second phase covered the full scope of the project implementation.Approach
In particular, immediately following deployment of the connected GIS, EDTI expects to select and deploy an Outage Management System (OMS) and Distribution Management System (DMS).
In addition, EDTI is currently planning the deployment of other Smart Grid initiatives such as Automated Metering Infrastructure (AMI).
These projects require a foundation of a connected GIS.Expected Future State
EPCOR’S TERMS & CONDITIONS
Current State As-Is Context
Current System Overview
Current GIS Deficiencies
Data Preparation and Data Conversion Requirements
Expected Future State at Project Completion
High Level Business Requirements
Vendor and Operational Support QuestionnaireRFP Process
Software Product Description Template
Future Requirements Evaluation
GIS Database Questionnaire
Response Template – Pricing (CDN$)
EPCOR Technology Architecture Standards
Response Template – Hardware Costing (CDN$)
EPCOR Password Standards
EPCOR Security Event StandardsRFP Process
The EPCOR IT department reviewed all the RFP responses and recommended to the EDTI company to invite 3 vendors for on-site demonstrations. The other 3 vendors were notified by Supply Chain that they were not successful.RFP Process
The vendor was limited to the number of people they could bring to the onsite demonstration and at least 5 people involved with the project had to attend. EPCOR provided the vendor with a Power Point template.
The on-site demonstration consisted of a one day demonstration for the business unit users using the vendor’s software and EPCOR’s data and a half day meeting with the EPCOR project team.On-site demonstration
A demonstration script was provided to the vendor weeks prior to the demonstration. This detailed script created a level playing field and made it easier for the business users to rank the vendors.
To prevent the creation of a canned demonstration the vendors were advised that minor changes would be made to the script on the day of the demo.
The successful vendor was selected based on the ranking by the business users.On-site demonstration
LINK TO SCRIPT
Have an in-person meeting with all vendors prior to the on-site demonstration.
Allow more time for vendors to prepare their on-site demonstrations. Some took short cuts.
Provide EPCOR server and client hardware for the on-site demonstration and have EPCOR personnel watch the installation of the software.EPCOR Lessons learned
Stick to the demo script if one is provided.
State you limitation prior to demonstration.
Bring more experts and less sales people.
Avoid making negative comments about your competitors.
Don’t ask the client about the competition.
Have somebody proof read your RFP response. In one of the responses the answers to the questions were one row lower. (cut & paste errors)
Don’t bad mouth a particular customer’s technical requirement.Suggestions for vendors