242589FB_Part_I,_II,_Insurance_Revised_7.15.24.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

IFB #: 242589FB

IFB TITLE: SMALL WATER METER REPLACEMENT

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a Contractor to provide all labor, supervision, skills, materials, equipment, tools, transportation and technology necessary to perform professional changeouts and/or retrofits of replacement meters (meter body, register, endpoint) and related services, as stated herein.

Bidders are required to comply with Part II, Scope of Services.

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide a minimum of three (3) references where the Bidder performed water meter replacement services. All references must be for projects completed within the seven (7) years prior to the submission deadline posted in OpenGov.

a. At least one (1) reference must demonstrate experience providing replacement of at least 2,000 water meters.

3.1.2. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 PRE-BID MEETINGS

4.1 All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

5.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

IFB Part I Revised 10/11/23 Page 2 of 4

6.0 SUBMITTAL DOCUMENTS

6.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov. Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

7.0 AWARD

7.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

7.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

7.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

7.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

7.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Purchase Agreement) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract

IFB Part I Revised 10/11/23 Page 3 of 4 type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

8.0 PRICING

8.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

8.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts. Quantities listed herein are subject to increase or decrease during the term of the contract.

In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

9.0 COUNTY WORKPLACE COMPLIANCE

9.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

9.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

9.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities. Any person known or thought to be under these influences will be escorted off County property.

9.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

9.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company.

Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/11/23 Page 4 of 4

10.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

11.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

11.1 The awarded bidder will be required to obtain a performance and payment bond equal to $6,000,000.00 100% of the amount of the Purchase Agreement. Contractor may elect to provide a bond equal to 25% of the Purchase Agreement amount, renewable annually, for the duration of the Purchase Agreement. (Addendum No. 3) Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A-” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

11.2 Execution of Bonds and Power of Attorney

11.2.1. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety; (c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

11.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

(End of Part I)

PART II

SCOPE OF SERVICES

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 1 of 16

1. OVERVIEW

A. Sarasota County Public Utilities provides potable water services to customers through a combination of manually read meters, and Automated Meter Reading (AMR) meters from various manufacturers. Water service areas are split into various reading cycles and routes. Refer to the Public Utilities GIS site: Water System | Sarasota County Utility Locator for more information:

https://data-sarco.opendata.arcgis.com/search?tags=Utilities

B. Approximately 74,000 of the County’s 100,000 metered accounts need equipment replacement to Badger Automated Metering Infrastructure (AMI) equipped cellular water meters and associated parts under the County’s Small Water Meter Replacement Project. Through previous efforts, 25,000 metered accounts have already been upgraded to Badger AMI meters. In addition to Contractor changeouts performed under the resulting contract, the County expects to perform change outs in-house at a rate of 3,300 per year.

C. The County’s current Customer Information System (CIS) is Centralsquare/Naviline; however, during the course of work, the County will be switching to Itineris’ UMAX solution. CIS is the County’s Billing system for water and sewer related charges.

D. Contractor is expected to replace approximately 57,500 meters over a five

(5) year period, in sizes with percentage of work estimates as follows:

1. 5/8” (inch) meters (sized at ¾” x 5/8”): 95% (percent)

2. 1” meters: 2%

3. 1 ½” meters: 1%

4. 2” meters: 2%

2. DEFINITIONS

A. Change out - replacement of meter body, register, and endpoint.

B. Meter - shall include meter body(s), register, endpoint.

C. Retrofit - replacement of register and endpoint.

3. SCOPE OF WORK

A. The County will issue Contractor a purchase order (PO), Meter Replacement Cycle(s), work orders (WO) detailing the service addresses, meter locations (if available), current meter numbers, endpoint numbers, and meter sizes for each job site within the replacement cycles.

1. Meter Replacement Cycles will be issued by the County upon Contractor request. The County will issue a primary replacement cycle and jump cycle. Jump cycle is to be worked during meter reading of the Primary Cycle (Refer to Attachment C - Meter Reading Calendar for dates and https://data-sarco.opendata.arcgis.com/search?tags=Utilities

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 2 of 16 duration of meter reads). If cycles overlap, additional time to complete the affected cycle(s) may be authorized by the County.

2. Contractor shall provide the County a minimum of two (2) week notice to request the next Meter Replacement Primary and Jump Cycles.

3. Contractor may schedule a Project Management Meeting with the County’s Project Manager (PM) to go over specifics of any Meter Replacement Cycle. A 24-hour advance notification is required.

B. Upon receipt of Meter Replacement Cycle(s) and accompanying WOs, Contractor shall coordinate meter pickup with the County PM at a County-owned facility, details of which will be communicated to the awarded Contractor.

C. Contractor shall review job site(s).

D. Contractor shall drive to each location and find meter that needs replacement, assess the job site(s) and make notes of existing conditions/issues.

E. Contractor shall notify customers as detailed in Section 5 -

NOTIFICATIONS.

F. Contractor shall place any maintenance of traffic and/or safety devices as needed.

G. Contractor shall proceed with work which may include but is not limited to meter and meter box (including lid) inspection, meter replacement (Refer to Section 6 - STANDARD REPLACEMENT and Section 7 - NON-STANDARD REPLACEMENT), meter activation, site photography, pipe material identification and tracking, GPS pinging meter box location for GIS repository, data collection and transmission (if required), job site restoration, appropriate material disposal, and all other related services.

1. If sub-foot accuracy is not able to be obtained, do not collect the meter location at that time, revisit when signal conditions improve. If Contractor is unable to collect the GPS data after two (2) separate attempts, Contractor shall notify the County in writing of unsuccessful collection and the County may assist or waive the GPS collection for that location, paying the contractor the line-item rate listed on the Fee Schedule.

(Addendum No. 6)

2. As the meters are being replaced, associated repair and maintenance work may be required by Contractor (ex. replacement of broken or damaged meter boxes, lids, or curb stop, meter height modifications, etc.). Prior approval from the County is required before making additional repairs and maintenance work. The County will make every effort to provide approval while the Contractor is onsite.

If approval is not readily available the Contractor will need to return to complete work at the site, upon receipt of County approval. (Addendum No. 6)

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3. All work shall be in accordance with any applicable Badger Meter installation manuals and in coordination with the County.

4. To the extent the applicable Badger Meter Manuals conflict with any provisions in this Scope of Work, including but not limited to subsection 3.H. below, the provisions in this Scope of Work shall control. (Addendum No. 6)

H. Any interaction by Contractor with the customer’s private property, including backflows, is prohibited.

4. INSPECTION

A. At the time of replacement, Contractor shall inspect the existing water meter setting, piping and shut-off valves for leaks, system integrity or hazardous conditions.

B. If upon inspection, if Contractor finds the job site unsuitable to perform a replacement, identified by:

1. The current meter is found to be leaking upon arrival.

2. Meter appears to have been tampered with.

3. Associated corrective repair or maintenance outside of the scope of work is needed before the meter replacement can be completed.

4. The meter is leaking on the customer side upon arrival at the service line or backflow.

5. Additional measures need to be taken in order to provide a safe workplace for Contractor or to complete the replacement leaving a safe premises for the customer (examples may include, but are not limited to, non-working curb stops/gate valves, broken or leaking pipes, etc.)

6. Damage to the existing piping would result.

Contractor shall immediately inform the County PM via email and/or phone call. Contractor shall not attempt the replacement until the job site is inspected by the County and the County approves, in writing, for work to proceed. Contractor shall leave the site in its original condition and continue to the next replacement job site if the County cannot be reached, if instructed to do so by the County or if County approval is not obtained within a reasonable timeframe (ex. 15 minutes).

C. If upon initial inspection Contractor finds no leaks or issues and commits to the change out, Contractor shall take responsibility for, and rectify, any issue resulting from the meter replacement including but not limited to leaking backflow, debris in line, etc., at no cost to the County.

5. NOTIFICATIONS

A. All notifications shall be the responsibility of Contractor and pre-approved by the County. Contractor shall keep a written record of all dates that notices are attempted, communicated, or mailed and provide that record to the County upon request.

B. Contractor shall provide written notification, in the form of a mailed post

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 4 of 16 card, to all customers, no more than thirty (30) days and no less than seven

(7) days in advance of performing work, informing them of the impending meter replacement project, detailing a schedule and a description of what the customer may expect in terms of service interruptions, and the duration of the interruption.

C. Contractor shall leave a door hanger notice at each location that work is performed on the day of the completed meter replacement. The notice shall include Contractor information, including but not limited to company name and a point of contact, including a daytime and after-hours phone number.

D. Commercial or Multi-family: Contractor shall make verbal contact with any commercial or multi-family property owner before the meter replacement in addition to written notification no more than thirty (30) days and no less than seven (7) days in advance of performing work.

6. STANDARD REPLACEMENT

A. Typical service connection drawings are included in Attachment B - Specification Sheets and Drawings.

B. Before any meter replacement, Contractor shall verify the following details with the corresponding WO:

1. Service address.

2. Existing meter number

3. Existing endpoint number

4. Meter size

5. Register size matches meter size (for change out/retrofit)

Any discrepancies found shall be promptly communicated to the Sarasota County PM in writing and PM approval shall be necessary to proceed.

C. Upon arrival at a job site, Contractor shall appropriately notify the customer that work shall be performed, refer to Section 5 - NOTIFICATIONS.

Contractor shall check to see if the water meter is turning. If the meter is turning, Contractor shall wait a few moments to see if meter stops turning and if not, come back later. Meter must stop before proceeding with a meter replacement.

D. Contractor shall take all necessary pre-work pictures, refer to Section 11 -

PICTURES.

E. Contractor shall record the final reading from old meter.

F. Contractor shall safely remove meter box lid.

G. The existing meter shall be removed from the service line by first digging out the inside of the meter box and/or removing the box. Contractor shall then shut off the service by slowly turning the curb stop valve off.

1. For 5/8” and 1” replacements: proceed by unscrewing the meter from the curb stop on the County-side and meter coupling on the Customer-side, remove and reuse brass bushing, if possible. All bushings, other than brass bushings, shall be replaced with County provided brass bushing. (Addendum No. 6)

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2. For 1 ½” and 2” flange meter replacement: proceed by removing the nuts and bolts that hold the meter in place. Remove meter and discard old rubber gaskets.

H. The new meter, matching the meter size removed, shall be properly installed with Contractor-supplied and county-approved (Addendum #2) meter couplings or flanges (based on meter size), rubber gaskets and bushings on both sides of the meter, and twist ties removed from the transmitter wire connecting the endpoint to the transmitter. Refer to Section 12 - MATERIAL REQUIREMENTS & Attachment A - Approved Meter Parts for detailed Water System Parts requirements.

I. Contractor shall record the County-side and Customer-side service line material directly upstream and downstream of the meter. This will typically occur in the water meter box by carefully exposing the pipe upstream of the curb stop and downstream of the meter, but on the Customer-side may also be determined by looking at backflow assembly or house valve piping (Contractor shall not interact with Customer property).

J. Upon request by the County, Contractor shall collect GPS coordinates of the meter box location for GIS repository, refer to Section 8 - OPTIONAL SERVICES. The County will provide a file geodatabase with our current data, and this will need to be updated and sent back.

1. Data location accuracy and Coordinate system

2. High accuracy receiver: minimum sub-foot accuracy

3. Coordinate System: NAD 1983 HARN State Plane Florida West FIPS

0902, US Foot

4. If the County provided geodatabase file cannot be utilized, the following information shall be provided by Contractor in an excel spreadsheet or a file transfer with a layer containing the following fields:

a. Data returned should include the following fields at a minimum:

Billing LOCID

b. Service address

c. Latitude (decimal degrees) or Northing (state plane coordinates)

d. Longitude (decimal degrees) or Easting (state plane coordinates)

5. The geodatabase file shall be updated and sent back to the County monthly. (Addendum No. 6)

K. The meter box and/or lid shall be replaced by Contractor as needed, refer to Section 12 - MATERIAL REQUIREMENTS.

L. The water shall be turned on at the curb stop and Contractor shall verify that the newly replaced meter leak indicator is spinning, and the service connection checked for leaks.

M. The meter shall be activated/awake using a Contractor provided Badger IR Communication Device. The register shall read absolute zero (0).

1. If the meter is rolled back past zero (0) Contractor shall run water through the meter to absolute zero (0).

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2. If the meter reads greater than zero (0) Contractor shall contact the County’s Project Manager.

3. In the event that an endpoint cannot be activated in the field by Contractor, written communication shall be promptly communicated with the Sarasota County PM the same business day as the activation failed.

N. Contractor shall install the endpoint through the meter box lid. If there is no hole for the endpoint in the meter box lid, refer to Section 12 -

MATERIAL REQUIREMENTS.

O. Before leaving the job site, Contractor shall collect, verify, and enter all necessary data for the meter replacement(s) in the County’s work management system (WMS). If an electronic entry into the WMS is not available onsite an alternate form shall be used, as approved by the County.

Refer to Section 10 – DATA COLLECTION for more information.

P. Contractor shall backfill, clean-up work area, notify customer (if possible) that work is completed, install lid back on meter box, verify work area is safe and clean or any debris; and inspect for leaks, breaks, or damage.

1. If any work remains uncovered or if the work site is not fully restored at the end of the day, Contractor shall notify the homeowner and Sarasota County PM then properly protect the work site in such manner as to safeguard the property owner's ingress and egress from their property to the right-of-way, including but not limited to staking area, caution tape, temporary fill-ins and/or barricades.

Q. When work is completed, all components within the meter box shall be in working order, including activating the endpoint, no leaking components and the meter turning as designed. Meter shall be installed level and plumb. Meter box shall be free of debris no less than one inch (1”) under the meter. Contractor shall leave the premises in a clean manner as close as possible to how it was found, paying special attention to landscape rock and mulch. No tools, trash, dirt piles, or other debris shall be left on the customer's property, county right of way, or within the meter box.

7. NON-STANDARD REPLACEMENT - There are various issues that may affect a standard replacement including but not limited to the following:

A. Upon arrival, if Contractor finds the job site to be unsuitable to perform replacement, refer to Section 4 - INSPECTION.

B. If all reasonable attempts have been made by Contractor to access a meter at a job site, Contractor shall email the County Project Manager to request assistance or direction.

C. If necessary, to remove and subsequently replace sections of sidewalks, driveways or other hardscapes, Contractor shall submit to the County for approval with supporting pictures and a detailed scope of work (including the job site address) . These requests will be taken as a case-by-case basis and paid according to the fee schedule.

D. When digging out or removing a meter box, should the meter box or lid be discovered to be damaged, made of non-conforming material, or otherwise unserviceable, the damaged box and/or lid shall be replaced; if the meter

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 7 of 16 box and/or lid need replacing, they shall be submitted to the Sarasota County PM via email with supporting pictures of the box and/or lid for approval. Refer to Section 12 - MATERIAL REQUIREMENTS.

E. If flow to the the meter cannot be stopped because the curb stop is frozen, will not shut off, or leaks when closed, the existing curb stop shall be replaced live and replacement shall be reported on Contractor’s invoice.

The invoice shall include supporting pictures of the old curb stop and new installed curb stop. Sarasota County shall not provide watermain or water service shutdown for curb stop replacements or repairs. Curb stops need to be installed in an approved way. Refer to ATTACHMENT B - Specification Sheets and Drawings.

F. If no meter is present at a work site despite a WO being issued for that location, prompt written communication with the County Project Manager is required. Upon review, the County may assist Contractor with locating an existing meter or may close out the work order if found it was issued in error.

G. The orientation of the meter body arrow must be verified by Contractor to ensure it faces away from the curb stop and set to flow in a forward direction as indicated by the arrow on the meter base, preventing installation errors. All non-conforming installations will be remedied by Contractor within 24 hours of notification from the County, at no additional cost to the County.

8. OPTIONAL SERVICES

A. Contractor shall capture the GPS coordinates, for each meter box upon request by the County with a high accuracy receiver with a minimum of sub-foot accuracy and with the Coordinate System: NAD 1983 HARN State Plane Florida West FIPS 0902, US Foot, for each meter box upon request by the County. Refer to Section 6 - STANDARD REPLACEMENT.

B. Contractor shall have removed meters tested according to the American Water Works Association (AWWA) M36 Water Audits and Loss Control Programs Standard and transfer meter data and test results in a transfer file emailed to the County Project Manager.

9. QUALITY CONTROL

A. Contractor shall assign and make available to the County a dedicated Contractor staff member for data quality assurance (QA)/research purposes. This QA staff member shall be responsible for routine interactions with the County PM or designee.

B. Contractor shall ensure work is performed and completed according to standards set forth by AWWA.

C. The County shall inspect meter replacements, appurtenances, repairs, and restoration conditions to ensure work meets the County’s standards. If Contractor fails to return or restore a job site to former conditions, the County shall deduct County’s cost to restore the site to former conditions from Contractor’s invoice. Where the County identifies deficiencies due to the workmanship of Contractor, Contractor shall mobilize and make

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 8 of 16 repairs/replacements at no cost to the County within 24 hours of the County notifying Contractor.

D. Contractor shall maintain no more than a three percent (3%) error rate on any WMS entries or data transfers. All information shall be reviewed and verified for accuracy against field reports and any other applicable references prior to being sent to the County. All errors shall be corrected the same day.

E. If a customer or the County notifies Contractor that a meter change out customer is experiencing a low pressure or no water situation within seven

(7) calendar days of change out, response and corrective action is required by Contractor within two (2) hours to resolve the issue. Contractor shall provide response and corrective action twenty-four (24) hours per day, seven (7) days per week. If the issue is determined to be County responsibility, Contractor shall notify the County at the earliest opportunity and shall be paid for the response according to the Fee Schedule labor rate.

F. Contractor must provide warranty repairs and will be responsible for all leaks related meter change out for a period of one (1) year from the completion of work. Contractor shall repair the leaks and related damages at no cost to the County.

G. Contractor will be solely responsible for any damages to plumbing in private residences caused by water hammer or debris introduced to the service line during the water meter replacement process.

H. All performance test and checks will be the responsibility of Contractor. The County will assign a representative to inspect the installation of the meters, appurtenances and site restoration.

10. DATA COLLECTION

A. County shall provide a batch of individual work orders to Contractor through the County’s WMS detailing the addresses where replacements are to be done within a geographical service area determined by the County (“Cycle Route”). Contractor shall fill out all required information in the WMS upon completion of each work order while onsite and submit to the County through the WMS so that the data can be relayed into the utility billing system for paperless transfers. The County shall be responsible for all costs associated with the interface into utility billing.

B. Contractor shall verify and perform meter replacement such that new meter numbers are tied to the same customer accounts as old meters. Meter information shall be read and recorded as the meters are replaced.

C. Contractor shall collect and verify all data for meter replacements and enter that information, and corresponding pictures into the County’s Work Management System while on the job site. This data shall include at a minimum:

1. Customer name

2. Location/address

3. Meter installation date

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4. Old meter serial number

5. Final reading from old meter

6. New AMI meter serial number

7. Initial reading from new meter; set to zero.

8. Confirming new meter is the same size as the old meter.

9. Old endpoint serial number

10. New endpoint serial number

11. Recording of the service line material directly upstream (public side/County) and downstream (private side/Customer) of the meter

D. Any changes to the data requirements or data collection method set forth in this section shall be communicated to Contractor in writing by the County

PM.

E. All meter and endpoint numbers shall be entered by Contractor exactly as they appear on the physical devices. Quality assurance measures shall be implemented to ensure accuracy.

F. If possible, any corrections made during meter replacements shall be documented in the WMS. All corrections shall be communicated to the Sarasota County PM when identified.

G. In case of any delays or connectivity issues with the County’s WMS, Contractor shall communicate such to the Sarasota County representative to request assistance or direction. The County may allow Contractor to proceed with data collection and transfer in a manual format.

11. PICTURES

A. Contractor shall take clear/visible photographs at each job site before performing work, after the work is completed, and after the area is restored. Photographs shall be uploaded in the County WMS while onsite.

B. Pictures shall include details:

1. Views of house address

2. Meter register lid number

3. Meter body number before removal

4. Register face with final old meter reading.

5. Endpoint number of the old meter

6. Old meter with reading before the start of change out.

7. New meter body number being installed.

8. New meter showing the meter reading of new meter, endpoint serial number and a directional arrow showing water flow in correct direction.

9. Fully completed paperwork order (if not using the WMS, as approved by the County).

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C. At the County’s sole determination, in the event the image(s) submitted to the County are not clear or visible Contractor shall retake any unacceptable photos and resubmit them to the County at no additional cost.

12. MATERIAL REQUIREMENTS

A. The County shall provide Badger Meter meter body, register, and endpoint.

B. Contractor shall be responsible for all necessary materials (with the exception of the materials detailed in Section 17.A.), equipment, tools, and technology (including electronic data collection devices [ex. tablets or smartphones]) needed to perform services, at no additional cost to the County. All Contractor’s costs shall be incorporated in the unit price fees detailed in the Fee Schedule.

C. Refer to Attachment A - Approved Meter Parts for detailed Water System Parts requirements.

D. Contractor shall only install new parts and shall not install used, defective, or unapproved materials.

E. Meter boxes and lids:

1. Meter box lid shall fit snugly and securely without pressing on the meter, transmitter, or crimping the transmitter wire.

2. The meter box and lid shall not present any danger to pedestrians.

Meter boxes need to be set grade and area needs to be restored.

3. Dual meter boxes are required for two (2) meter situations. The County does not allow for two (2) meters in a single-meter box.

4. If a meter box or lid is identified as broken, metal, or does not fit the meter box, Contractor shall replace the box and/or lid with a Tier 8 or Tier 15 (based on ANSI (American National Standard)/SCTE (Society of Cable Telecommunications Engineers) 77 Standard- Design/Test Loads) fiberglass/concrete box and lid. An existing metal box with a non-metal lid is acceptable.

5. The meter box lid must have a factory endpoint hole as pictured in Attachment B - Specification Sheets and Drawings.

6. For existing concrete, composite/concrete, or plastic lids that are in serviceable condition. Contractor shall drill a hole in the meter box lid to accommodate the cellular transmitter (endpoint), using appropriate tools, unless a pre-existing port hole exists. The ANSI/SCTE 77 Standard- Design/Test Loads tier rating must be confirmed as appropriate for locations that are exposed to vehicle traffic, such as driveways, service alleys, and parking lots which would require a Tier 15 or higher lid.

a. The hole shall be placed in the meter box lid corner in a way that the endpoint will not interfere with the meter, curb stop, water line, or touch the sidewall of the meter box. Coupon from the lid shall be properly disposed of by Contractor.

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13. MATERIAL STORAGE

A. The County will provide a location for Contractor to stage and mobilize from while performing services requested herein. Refer to Section 17- COUNTY

RESPONSIBILITIES.

B. Contractor is responsible for the safe and secure storage of all materials issued to Contractor by the County. Any missing or damaged County owned materials issued to Contractor and in Contractor’s possession shall be communicated to the Sarasota County representative immediately upon discovery. Contractor shall be held responsible for the cost of the material(s).

14. MATERIAL DISPOSAL

A. Contractor shall hold replaced meters for a minimum of one (1) week before properly disposing, recycling, or sending away for testing. Hold time may be increased at County’s discretion.

B. Contractor shall be responsible for recycling and appropriate disposal of scrapped/salvaged material. This includes but is not limited to battery disposal, wire, brass, plastic, registers, meter bodies, touchpoints, radio and cellular endpoints, meter boxes and lids, coupons, vegetation removed, dirt/sand/ debris/ trash from inside meter boxes and within the disrupted area of work, and any other material or sediment needing disposal resulting from meter replacement work. All disposals shall be disposed of following Federal, State, and or Local agencies, if applicable.

15. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew must have at least one (1) employee on site that can effectively communicate in English with the County staff and with the general public.

B. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location.

C. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

D. Contractor shall provide all labor, supervision, materials (with exception to the materials detailed in Section 17.A.), equipment, tools, transportation, and technology necessary to perform the services described herein. This section shall take precedence over conflicting language contained in any Attachment.

E. All Contractor-provided materials needed to complete installations and repairs shall be County approved in accordance with Attachment A - Approved Meter Parts, attached hereto and incorporated herein.

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F. Contractor shall assign a project manager to interact with the County and oversee all aspects of the installations. This position is in addition to QA staff member for data quality assurance/research purposes, refer to Section

9- QUALITY CONTROL.

G. Contractor’s Project Manager shall be required to provide, on a weekly basis, written reports to the County which shall include, but are not limited to, the number of scheduled installations in a Cycle Route, the number of completed installations, additional services performed, activity reports requested by County, and projected upcoming work schedule.

H. Contractor’s Project Manager shall provide a monthly progress report of the overall Cycle Route. Overview of material inventory, and any forecasted challenges should be included in this higher level PM report.

I. Contractor shall submit their proposed work schedules based off of the Cycle Routes (Attachment C – Meter Reading Calendar, attached and incorporated herein) that are provided by the County. These work schedules shall ensure a seamless flow of work with no stoppages other than designated holidays and weather delays.

J. Contractor shall maintain compliance with all current applicable health and safety standards of Sarasota County, the State of Florida, and the Federal Government and its regulatory agencies. Contractor shall maintain accurate records of all incidents on the job site. Accidents on County property shall be documented in writing and reported immediately to the County’s PM.

K. All employees and subcontractors of Contractor shall be considered at all times, the sole employees of Contractor.

L. Contractor, their subcontractors, and their employees are required to have visible, personal identification and Contractor’s company name displayed on their shirts.

M. At Contractor’s own expense, Contractor’s staff and vehicles shall be identifiable with the name of its company. At no time may Contractor perform work on behalf of the County in an unmarked vehicle.

N. Contractor shall be required to participate as needed throughout the course of work to ensure information related to the meter changeout program produces accurate meter information updates to the billing system.

O. All costs associated with the care and protection of the work area and all necessary precautions taken to prevent damage to existing lines and Contractor personnel shall be considered incidental. No additional costs shall be paid.

P. Contractor shall protect any surrounding landscaping that may be damaged during meter replacement. If it cannot be protected, it shall be removed prior to the replacement and reinstalled after completion. At no time shall plants, trees, or other landscaping be installed in a location that would impede access to the meter box. If any landscaping is damaged, Contractor

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 13 of 16 shall notify the County PM via email, and it shall be replaced in kind to the satisfaction of the County PM.

Q. Contractor shall apply all necessary due care to prevent damages.

Contractor shall be responsible for restoring the job site to its original condition and for all repairs (including emergency repairs) of damages directly caused due to improper replacement procedures, negligence, or faulty work at no additional cost to the County. Refer to Section 9- QUALITY CONTROL for additional information.

16. REQUIREMENTS

A. Contractor shall ensure that all staff providing services under the Agreement have prior experience with water meter replacement.

B. Contractor shall ensure conditions on the job site reflect good housekeeping and safety practices at all times. Contractor shall keep each job site free from the accumulation of tools, equipment, and materials brought onto the site by Contractor and all waste materials, personal trash and other debris resulting from the work.

17. COUNTY RESPONSIBILITIES

A. The following materials for the replacement of water meters shall be provided and housed by the County:

1. Meter body

2. Register

3. Endpoint

4. Meter box

5. Meter lid

6. Bushing

7. Coupling

8. Curb stop

9. Riser

B. The County will provide a location for Contractor to stage and mobilize from while performing services requested herein.

1. This location will be available to Contractor to park active workers’ personal vehicles and Contractor’s work vehicles during the time work is being performed.

2. All Contractor, contractor’s staff, and subcontractor property shall be the responsibility of Contractor at all times. The County assumes no liability for any property onsite or in transit.

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18. PERMITS

A. If a permit is required, Contractor must send a copy of the permit to the County’s PM prior to commencing work.

B. Contractor shall be reimbursed for the cost of the permit fee only. No percent markup shall apply. Reimbursement requires Contractor provide documentation showing that all permits pulled for the services listed herein have been closed with no open incidents upon completion of work.

19. SUBCONTRACTORS

A. Any use of subcontractors shall be approved in writing, in advance by the County PM. Subcontractors shall not be authorized for meter replacement work. Subcontractor work may include, but not be limited to restoration, GPS service, meter testing, landscape restoration, and concrete restoration.

B. Changes to subcontractors shall not be permitted without the County’s prior written consent.

20. PROJECT SCHEDULE

A. Contractor shall initiate work within four (4) weeks of Notice to Proceed, which shall be issued by way of initial Purchase Order. With the initial PO, Contractor shall be issued WOs, detailing the Meter Replacement Cycle(s), and addresses where meter replacements are to be performed within the given Meter Replacement Cycle.

B. Contractor shall provide the County a minimum of two (2) weeks’ notice to request the next Meter Replacement Cycle so the County can prepare the next schedule of meters to be replaced.

C. Contractor shall replace between 40-50 water meters per workday in any given cycle. Contractor shall submit to the County PM for approval, a proposed work schedule for the upcoming Primary Meter Replacement Cycle, based on these daily requirements and consideration of the Meter Reading Calendar. The proposed work schedule shall be submitted for approval via email within two (2) business days of receiving the Meter Replacement Cycle from the County. The County PM shall respond in writing within one (1) business day of receipt of the request.

1. The approved Meter Replacement Cycle Schedule for any given Primary cycle shall establish the Substantial Completion date for that cycle, refer to Section 20.D.

D. SUBSTANTIAL COMPLETION: Occurs when the Cycle Route work is sufficiently complete, in accordance with the Contract, so that the project or specified part of the project can be utilized for the purpose for which it was intended. The date of Substantial Completion will be evidenced in writing approved and signed by Contractor and the County’s PM.

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E. FINAL ACCEPTANCE: The date when the work is completed in a given cycle and approved by the County and Contractor. Evidence witnessing this date will be issued in writing by the County’s PM.

F. EXTENSIONS: Additional time to complete work may be pre-approved in writing by the County PM.

21. HOURS OF WORK / INVOICING

A. Standard Services shall be provided during Normal Business Hours, defined as Monday through Friday 7:00 a.m. – 5:00 p.m., EST except County observed Holidays. Any billable work outside of these days/hours requires prior approval from the County. There shall be no additional fees considered for performing services outside of non-standard working hours.

B. Services rates provided shall be all-inclusive (including but not limited to any trip charges, mileage, vehicle charges, travel time labor, materials, tools, supervision, etc.). Contractor shall be compensated at the rate provided on Exhibit B- Fee Schedule.

C. Contractor shall submit backup documentation to the County PM monthly for all work orders completed in the previous month. Documentation shall include, at minimum, work order numbers, addresses, and dates of service.

The County PM will review and compare backup documentation to the monthly invoice submitted by the Contractor.

D. Contractor invoices shall be in accordance with Exhibit B- Fee Schedule.

The invoice shall include quantities, unit price, and date range of services billed.

E. Contractor invoices for permits must include supporting documentation, clearly showing the cost paid by Contractor for the permit. The County shall only reimburse Contractor for the cost of the permit. No markup shall apply.

F. Contractor shall be reimbursed for the subcontractor’s work at the rates of service on the fee schedule.

22. WARRANTY

All work and materials provided by Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

23. COUNTY WORK MANAGEMENT SYSTEM

A. The County currently utilizes Maximo®, a computer-based work management system (WMS). The County intends for the Contractor to use Maximo® Mobile for updating and entering all meter-related information.

The Contractor would access the WMS via a mobile application for interacting with work orders and reporting performance.

B. Contractor may elect to attend a WMS training session provided by the County to learn how to properly use the County’s WMS to access work orders and report performance. This training session is expected to last no

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 16 of 16 longer than four (4) hours. The costs associated with training and utilization of the WMS shall be considered overhead and incidental to the contract.

The County will not pay Contractor for attending WMS training.

C. Contractors do not need to purchase software to run Maximo® Mobile but they do need to download the mobile app.

D. To run Maximo® Mobile, a device must meet the following system requirements:

1. Android version 11 or higher, iOS version 14.3 or higher, or Windows 10 version 10.0.17763.0 or better, or Windows 11 operating system installed.

2. Ensure that your devices and systems are updated with the latest operating system to make sure that you can continue to access the app store.

3. If the device is shared between users, the shared device is managed by the device operating system. Each user must have their own workspace and user profile. On iOS devices, to support device sharing, a mobile device management (MDM) solution must be installed on the device.

4. Windows devices must include the WebView2 Runtime.

5. Android devices must support ARCore if Contractor intends to support the Assist application.

E. Contractor shall ensure they have the latest version of Maximo ® Mobile applications available from public mobile app stores or, if using Windows, from the IBM® portal.

F. Maximo Mobile includes limited support for FIPS 140-2 Validation for Android and iOS platforms. The iOS platform relies on Apple's FIPS certification, which is enabled on mobile devices by default. For the Android platform, FIPS validation is enabled by using BoringSSL with FIPS validation enforced. Any Android devices that are certificated with FIPS 140-2 can claim FIPS validation support. Maximo ® Mobile supports the TLS 1.3 protocol for the TLS layer. To secure and enforce FIPS compliance, the server or backend API must be configured with TLS 1.3.

Changes to this Exhibit are indicated using underlined text to show additions and strikethrough text to show deletions. Changes made pursuant to this Addendum No. 6 are in bold.

(End…