Outage Management System

Project Information

Bid Title: Outage Management System
Issuing Agency: City of Stillwater
Location: Oklahoma
Published Date: Mar 3, 2025
Closing Date: Apr 2, 2025
Government Level: State & Local
Status: Closed
Ref. #: 3-2025
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Project Description: Bid Information

Type Request for Qualifications/Proposals

Status Issued

Number 3-2025 (Outage Management System)

Issue Date & Time 3/1/2025 06:00:01 AM (CT)

Close Date & Time 4/2/2025 03:00:00 PM (CT)

Question Cut Off Date 3/26/2025 05:00:00 PM (CT)

Notes
General Information
The Stillwater Utility Authority (SUA), Stillwater, Oklahoma is seeking proposals for an Outage Management System. It is the intent of this solicitation to obtain proposals to furnish a turnkey OMS, to better organize, coordinate, and notify the SUA and our customers about water and electric system outages.

The selected Vendor will be responsible for supplying software, installation/implementation, integration with SUA’s current systems, training and continuing support.

The SUA reserves the right to reject any or all responses and to waive irregularities therein. It shall be clearly understood that any costs incurred by responding to this request for qualifications are at the Respondent's own risk and expense. The SUA shall not be liable for reimbursement to the Respondent for any expense so incurred, regardless of whether the proposal is accepted.

Questions about the RFP should be submitted in writing through the Ionwave portal and will be answered on the portal. No oral statements by any person shall modify or otherwise affect the provisions of this Request for Proposals and/or any contract resulting therefrom. All modifications, addenda or amendments must be made in writing by the City of Stillwater.

Current Systems Overview
The City of Stillwater utilizes ESRI ArcGIS version 10.8 for mapping city utilities, incorporating the Utility Network toolset. Additionally, the Electric Utility enhances functionality for modeling the electric distribution system by using Futura GIS, Inc.

For customer information management, the City uses NaviLine from CentralSquare Technologies as its Customer Information System (CIS).

The city also operates an Automated Metering Infrastructure (AMI) network with Aclara meters. Electric meters transmit readings approximately every 15 minutes, while water meters report data multiple times per day.
Submitting a Response
Responses will be accepted via the City’s online bid portal. Vendors must be registered in our system to submit a response to this RFP. Registration is free, click the link below to begin the process:

https://stillwater.ionwave.net/Login.aspx .

Evaluation
Responses will be evaluated based on the responses submitted under the attributes tab of the RFP portal, submitted documents, product demonstration, as well as the proposed costs. An evaluation matrix is provided under the attachments tab showing point values to be used in the staff’s evaluation of the responses.

After the initial evaluation, staff may request a product demonstration from top ranked vendors. If requested, the demonstration will be considered as part of the final evaluation and selection.

SUA Staff will make a recommendation to the SUA Trustees. The SUA Trustees will consider the final selection and cost proposal.

Project Schedule
The project schedule is provided as a general guideline of the SUA’s intent. It is subject to adjustments as needed.

Responses Due – 3:00 PM, April 2, 2025

Evaluation of Responses – April/May 2025

Recommendation to SUA Trustees – May 2025

Notification of Selection – May 2025

Contact Information

Name John McClenny

Address 723 S. Lewis Street
Stillwater, OK 74074 USA

Phone

Fax

Email john.mcclenny@stillwater.org

Bid Documents

Document name Format

Bid Invitation
Acrobat / PDF BINVAVL 8102798

Bid Attachments

File Name Description File Size

Instructions for Bidders.pdf
Instructions for Bidders 157 KB 308583 6448574

General Terms.pdf (please login to view this document) General Terms 125 KB 308583 6448543

Non Collusion Affd.pdf (please login to view this document) Non-Collusion Affidavit 118 KB 308583 6448548

Business Relationships Affd.pdf (please login to view this document) Business Relationship Affidavit 115 KB 308583 6448722

Special Requirements.pdf (please login to view this document) Special Requirements - Insurance 109 KB 308583 6147070

Outage Management System Evaluation Rubric.pdf (please login to view this document) Evaluation Rubric 137 KB 308583 6512994
Commodity Codes: NAICS 541511Custom Computer Programming Services
NAICS 541519Other Computer Related Services

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Type	Request for Qualifications/Proposals
Status	Issued
Number	3-2025 (Outage Management System)
Issue Date & Time	3/1/2025 06:00:01 AM (CT)
Close Date & Time	4/2/2025 03:00:00 PM (CT)
Question Cut Off Date	3/26/2025 05:00:00 PM (CT)
Notes	General Information The Stillwater Utility Authority (SUA), Stillwater, Oklahoma is seeking proposals for an Outage Management System. It is the intent of this solicitation to obtain proposals to furnish a turnkey OMS, to better organize, coordinate, and notify the SUA and our customers about water and electric system outages. The selected Vendor will be responsible for supplying software, installation/implementation, integration with SUA’s current systems, training and continuing support. The SUA reserves the right to reject any or all responses and to waive irregularities therein. It shall be clearly understood that any costs incurred by responding to this request for qualifications are at the Respondent's own risk and expense. The SUA shall not be liable for reimbursement to the Respondent for any expense so incurred, regardless of whether the proposal is accepted. Questions about the RFP should be submitted in writing through the Ionwave portal and will be answered on the portal. No oral statements by any person shall modify or otherwise affect the provisions of this Request for Proposals and/or any contract resulting therefrom. All modifications, addenda or amendments must be made in writing by the City of Stillwater. Current Systems Overview The City of Stillwater utilizes ESRI ArcGIS version 10.8 for mapping city utilities, incorporating the Utility Network toolset. Additionally, the Electric Utility enhances functionality for modeling the electric distribution system by using Futura GIS, Inc. For customer information management, the City uses NaviLine from CentralSquare Technologies as its Customer Information System (CIS). The city also operates an Automated Metering Infrastructure (AMI) network with Aclara meters. Electric meters transmit readings approximately every 15 minutes, while water meters report data multiple times per day. Submitting a Response Responses will be accepted via the City’s online bid portal. Vendors must be registered in our system to submit a response to this RFP. Registration is free, click the link below to begin the process: https://stillwater.ionwave.net/Login.aspx . Evaluation Responses will be evaluated based on the responses submitted under the attributes tab of the RFP portal, submitted documents, product demonstration, as well as the proposed costs. An evaluation matrix is provided under the attachments tab showing point values to be used in the staff’s evaluation of the responses. After the initial evaluation, staff may request a product demonstration from top ranked vendors. If requested, the demonstration will be considered as part of the final evaluation and selection. SUA Staff will make a recommendation to the SUA Trustees. The SUA Trustees will consider the final selection and cost proposal. Project Schedule The project schedule is provided as a general guideline of the SUA’s intent. It is subject to adjustments as needed. Responses Due – 3:00 PM, April 2, 2025 Evaluation of Responses – April/May 2025 Recommendation to SUA Trustees – May 2025 Notification of Selection – May 2025

Name	John McClenny
Address	723 S. Lewis Street Stillwater, OK 74074 USA
Phone
Fax
Email	john.mcclenny@stillwater.org

Outage Management System

Project Information

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