3-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 1 of 26 RFP Title: Water Meters & Appurtenances

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize an agreement for water meters and appurtenances for the City of Fort Worth on an “as needed” basis. Prospective responding proposers should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful proposer(s) is known hereafter as “Contractor”/ “Vendor.”

2.0 BACKGROUND

The City of Fort Worth (City) Water Department has over 306,000 water meter connections, 33 wholesale connections, and approximately 600 fire hydrant meter accounts in its Advanced Metering Infrastructure System (AMI) system. Historically, city growth includes roughly 8,000 new meter installations and 2,000 meter replacements each year, which necessitates a reliable vendor for the purchase of water meters and meter appurtenances.

The City utilizes meter sizes ranging from 5/8"×3/4" through 10" to support a diverse customer base. The AMI system operates on a fixed-network architecture that requires all meters and appurtenances to integrate seamlessly with established endpoint communication protocols.

Operational priorities include maintaining accuracy, durability, supply reliability, and lifecycle support to meet service demands. Continued growth, customer service expectations, and the scale of system operations are key drivers that reinforce the need for dependable materials. In addition to installations and replacements, Meter Services completes approximately 230,000maintenance, investigation, and testing work orders per year.

3.0 SCOPE OF SERVICES

3.1 The successful Vendor shall follow the Job Requirements listed below.

3.1.1 Have a minimum of two (2) years of experience conducting services similar or related to the Scope of Services.

3.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone

3.1.3 Maintain sufficient resources to fulfill normal City of Fort Worth

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 2 of 26 requirements.

3.1.4 Provide water meters and associated parts that will be usage-ready for residential, commercial, and industrial services.

3.2 Job Requirements

3.2.1 Provide a letter from the Manufacturer stating that they are in good standing with the Manufacturer. An updated letter shall be provided each year of contract renewal.

3.2.2 Contractors shall also provide two (2) references from other government agencies or comparable contracts showing product deliverability and reliability.

3.2.3 Proposer shall meet the delivery times provided to the City. If the delivery deadline is not met this could result in termination of contract. In the event the Vendor is unable to meet the original delivery date(s), the City must be contacted immediately, but prior to the due date, and seek an extension of delivery time.

Failure to comply with the delivery terms may be legal grounds for canceling an order(s), or the entire Agreement in accordance with the Termination clause shown elsewhere in this solicitation.

3.2.4 Return Material Authorization shipping to and from will be at the Vendor's cost.

3.3 Responsibility

3.3.1 All water meters shall be compatible with the current and approved AMI system. Water meter sizes and types are:

3.3.1.1 Positive displacement (5/8” through 1”)

3.3.1.2 Turbine (1.5” through 10”)

3.3.1.3 Compound (1.5” through 10”)

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 3 of 26

3.3.1.4 Electromagnetic (5/8” through 10”)

3.3.1.5 Ultrasonic (5/8” through 10”)

3.3.1.6 Fire hydrant water meters (3”)

3.3.1.7 Fireline meters (3” through 10”)

3.3.2 Water meters shall integrate seamlessly with the Sensus endpoint radio transceiver modules.

3.3.2.1 Transceiver radio models:

3.3.2.1.1 SmartPoint 520M single port

3.3.2.1.2 SmartPoint 520M dual port

3.3.3 Water meters shall be compatible with the current City of Fort Worth AMI system and shall require them to be based on industry American Standard Code for Information Interchange (ASCII). Meters that are based on proprietary protocol or limited compatibility shall be rejected.

3.3.4 Support for multiple applications, including Leak Detection, Pressure Regulation, Distribution Automation, On Demand Reading, temperature monitoring, alarms (tamper, communication failure, reverse flow, high flow, and battery life), and remote shut-off capabilities.

3.3.5 Manufacturers of proposed meters shall be engaged regularly and continuously for at least ten (10) years in the production of meters for the water utility industry.

3.3.6 Meters shall have a minimum of three (3) years satisfactory operating experience with marketable products. Contractors shall list any meter offered that has not been in production for three (3) years.

3.3.7 Meters not meeting the three (3) year satisfactory experience

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 4 of 26 shall be supplemented with a minimum of three (3) years of research and development, and satisfactory evaluation by the Fort Worth Water Department.

3.3.8 The components of the proposed meters and appurtenances (including housing, measuring element, seals, etc.) shall comply with the lead-free provisions of the Safe Drinking Water Act (SDWA), certified to National Sanitation Foundation (NSF) and American National Standards Institute (ANSI) Standards 61 and 372.

3.3.9 Meters shall be designed for use with potable water up to temperatures of 120 degrees Fahrenheit and working pressures of 150 pounds per square inch (psi).

3.4 Radio Transceivers

3.4.1 The general definition of AMI system "ready" in this

specification shall mean that the metering unit has integrated circuitry for sensing, processing, and transmitting capability for measured flows, consumption, identification, diagnostic, alarms, and other operational data. See section 3.6"Meter Registers", for encoder requirements.

3.4.2 All radio transceivers shall be Sensus brand and "ready" for usage.

3.4.3 AMI radio transceivers shall be required under this

specification. Sensus AMI SmartPoint radio transceivers are the only brand accepted for the City of Fort Worth AMI system.

3.4.3.1 SmartPoint 520M single port

3.4.3.2 SmartPoint 520M dual port

3.5 Water Meter Appurtenances

3.5.1 Contractor shall provide a list and data sheet of all

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 5 of 26 appurtenances and/or components that serve as replacement parts for water meters, such as detachable registers, wiring, endpoints, etc.

3.5.2 Appurtenances and/or components shall be reviewed and

included in the items list by the City.

3.6 Electronic Meter Registers

3.6.1 Registers shall be self-contained, hermetically sealed to prevent moisture intrusion and fogging, and incorporate a tamper-proof mounting design

3.6.2 Integrates seamlessly with the Sensus radio transceiver modules.

3.6.3 The register face and odometer/totalizer shall be oriented to allow reading from the inlet (City) side of the meter.

3.6.4 The Unit of Measurement (UOM) for consumption shall be in cubic feet (cu). Water Meter registers shall be delivered from the contractor/vendor with the correct UOM and configuration.

Electronic displays shall have the capability to configure the number of digits visible to meter readers.

3.6.5 Register shall display smart alarms (see details in each meter section).

3.6.6 Where encoded registers are required, the encoder shall be the “absolute” type that provides direct electronic transmission of the complete odometer wheel positions (reading) to AMI system reading devices when interrogated. Absolute encoders that are compatible with multiple manufacturers' AMI system endpoints are required. Incremental type encoders shall not be acceptable. Absolute encoders compatible with Sensus AMI system and use brushless/non-contact sensing (e.g. optical, capacitive, or inductive sensing) of odometer wheel position shall be preferred. Encoders shall be designed to prevent or

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 6 of 26 correct ambiguity caused by odometer transmissions. Encoder shall have a factory installed and potted inline connector (ILC) for attaching endpoints. Encoders shall be based on industry standard ASCII format. The encoder shall transmit according to the City's current register programming needs. Encoders shall conform to American National Standards Institute/American Water Works Association (ANSI/AWWA) C707, latest edition.

3.6.7 Registers for meters equal to or less than two (2) inches, shall have a minimum of three (3) feet communication lead cable.

Meters equal to or greater than three (3) inches, shall have a minimum of ten (10) feet communication lead cable and SCADA electronic output lead cable

3.7 Positive Displacement Meters 5/8 in., 5/8x3/4in., 3/4 in., and 1 in.

3.7.1 Water meters shall typically be used in residential water service. Water meters shall meet or exceed all sections of AWWA Standard C-700, most recent revision. Water meters shall have electronic registers and encoders shall be compatible with City current AMI system.

3.7.2 Meters shall be designed and manufactured to provide long-term service with minimal maintenance. Meters components shall include a main case; measuring chamber; and sealed register. Water meter shall have externally threaded brass spuds. Registers and measuring chambers are to be of a corrosion-resistant, tailored thermoplastic material formulated for long-term performance and especially suitable for aggressive water conditions. Case fasteners, including bolts, studs, nuts, screws, and washers, and strainers, shall be made of stainless steel.

3.7.3 Register housing shall be constructed of a suitable engineering polymer, which provides full protection of the register assembly, with a scratch-resistant lens.

3.7.4 Each register shall include a unique, factory-assigned serial

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 7 of 26 number permanently encoded in non-volatile memory

3.7.5 Attachment of the register to the meter shall contain a factory installed tamper resistant means to inhibit unauthorized removal. Seal screws, tamper-proof screws, or locking pin devices are acceptable.

3.7.6 Register shall provide accurate and error-free readings, via a Liquid Crystal Display (LCD).

3.7.7 Register output data format shall be a 7-bit ASCII digital.

Register shall be field programmable for the number of digit readings, and user-defined alphanumeric identification. The register's ASCII digital output is capable of interfacing with the AMI transceiver to transmit data via radio signal.

3.7.8 Register shall have a 10 - 20-year warranty. Main case shall have a 25-year warranty. Meter shall be warranted to perform to AWWA New Meter Accuracy Standards for five (5) years.

3.7.9 Meters shall have several smart alarms, including but not limited to:

3.7.9.1 Tampering - Detects register removal as well as

magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.7.9.2 Low Battery - Indicates battery capacity to the register is running low.

3.7.9.3 Customer Leak - Detects continuous consumption of

water over a period of time to indicate downstream leaks.

This can reduce water loss and leak adjustment costs.

3.7.9.4 Reverse Flow – Detects the reverse flow of water re-

entering the distribution system.

3.7.9.5 High Flow - Detects high usage and/or excessive flow.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 8 of 26

3.7.10 Meters shall meet the requirements of NSF 61, Annex F/G and 372, and comply or exceed with AWWA Standard C700-latest revision.

3.7.11 Positive displacement meters shall be warrantied as follows:

3.7.11.1 Meters shall perform to AWWA New Meter Accuracy

Standards for a minimum of five (5) years;

3.7.11.2 Main case will be free from defects and workmanship

for a minimum of 25 years;

3.7.11.3 Encoded registers will be free from defects and

workmanship for a minimum of ten (10) years

3.8 Compound Meters 1.5 in., 2 in., 3 in., 4 in., 6 in., 8 in., and 10 in.

3.8.1 Meters shall typically be used in commercial and industrial water service. Meters shall meet the requirements of the latest AWWA C702 standard. The meters shall meet or exceed all requirements of NSF/ANSI Standard 61, Annex F and G.

3.8.2 Compound meter shall be in-line, horizontal velocity, magnetic drive type meeting AWWA Class II's most recent revision. The meter shall incorporate a horizontal, stationary stainless-steel shaft with sleeve bearings. The meter shall allow the measuring element to operate with little or no friction or wear, thus creating the extended upper and lower flow ranges. Meter shall consist of two basic assemblies: the main case and the measuring chamber. The main case shall be made from industry-proven Ductile Iron with an approved NSF epoxy coating.

3.8.3 Main case features shall have a removable AWWA-compliant strainer.

3.8.4 The meter housing shall be made of an epoxy-coated ductile iron material with flanged inlet and outlet connections. Bolt

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 9 of 26 circles and bolt holes shall match those of ANSI BI6.l, Class 125.

3.8.5 The measuring chamber assembly, including impeller, shaft, axial bearings, etc., shall be made of suitable material to minimize wear and provide sustained accuracy over the meter operating life. The material shall have a specific gravity as near as possible to that of water.

3.8.6 Compound meter and strainer shall be pre-assembled as a complete unit. Compound meter shall be AWWA compliant and have a “V” shaped strainer using a stainless-steel screen.

The compound meter strainer shall have a removable cover that permits easy access to the screen for routine maintenance.

3.8.7 Meter register shall be a direct reading magnetic drive, and hermetically sealed to eliminate dirt, moisture, and lens fogging.

3.8.8 Meters shall be fully programmable pulse output frequency, integral customer data logging capability, and integral resettable accuracy testing feature compatible with UniPro and Sensus flow verification software.

3.8.9 Register housings shall be constructed of a suitable engineering polymer that provides full protection of the register assembly, with a scratch-resistant lens.

3.8.10 Attachment of the register to the meter shall contain a factory-installed tamper-resistant means to inhibit unauthorized removal. Seal screws, tamper-proof screws, or locking pin devices are acceptable.

3.8.11 Register shall be designed for easy maintenance, where the measuring chamber and/or strainer cover can be removed independently. Replacement parts and/or complete measuring chambers shall be available upon request.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 10 of 26

3.8.12 Meters and electronic registers shall be compatible with Sensus AMI systems.

3.8.13 Meters shall have several smart alarms, including but not limited to:

3.8.13.1 Tampering - Detects register removal as well as

magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.8.13.2 Low Battery - Indicates battery capacity to the register is running low.

3.8.13.3 Customer Leak - Detects continuous consumption of

water over a period of time to indicate downstream leaks.

This can reduce water loss and leak adjustment costs.

3.8.13.4 Reverse Flow – Detects the reverse flow of water re-entering the distribution system.

3.8.13.5 High Flow - Detects high usage and/or excessive flow.

3.8.14 Meter accuracy shall comply with or exceed AWWA· Standard C702 specified accuracy (100 ± 1.5%) for the specified operating range.

3.8.15 Compound meters will be warrantied as follows:

3.8.15.1 Meter shall perform to AWWA New Meter Accuracy

Standards for a minimum of one (1) year;

3.8.15.2 Main case will be free from defects and workmanship

for a minimum of 15 years.

3.8.15.3 Encoded registers will be free from defects and

workmanship for a minimum of ten (10) years.

3.9 Turbine Meters 1.5 in., 2 in., 3 in., 4 in., 6 in., 8 in., and 10 in.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 11 of 26

3.9.1 Meters will typically be used in irrigation, commercial, and industrial water service. Turbine meters shall conform to the AWWA standard C701 Class I and II’s most recent revision.

3.9.2 Turbine meter shall be in-line, horizontal-axis, high velocity, magnetic drive type, designed and manufactured to provide long-term service, with minimal maintenance. The main case shall be of split case type, with a separate removable measuring chamber, in which the turbine operates. Meter shall consist of two basic assemblies; the main case and the measuring chamber. The main case shall be made from industry-proven Ductile Iron with an approved NSF epoxy coating.

3.9.3 Main case features shall have a removable AWWA compliant strainer.

3.9.4 The meter housing shall be made of an epoxy-coated ductile iron material, with flanged inlet and outlet connections. Bolt circle and bolt holes shall match those of ANSI BI6.1, Class

125. The measuring chamber assembly shall be made of a suitable material to minimize wear and provide sustained accuracy over the meter's operating life;

3.9.5 Casing bolts, studs, nuts, screws, and washers shall be made of copper alloy or of stainless steel.

3.9.6 Turbine meter shall be furnished with strainer and other appurtenances as a complete meter assembly.

3.9.7 Turbine meter and strainer shall be pre-assembled as a complete unit. Turbine meter shall be AWWA compliant and have a “V” shaped strainer using a stainless-steel screen. The Turbine meter strainer shall have a removable cover that permits easy access to the screen for routine maintenance

3.9.8 Register shall be a direct-reading magnetic drive and

hermetically sealed to eliminate dirt, moisture, and lens fogging.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 12 of 26

3.9.9 Meters shall be fully programmable pulse output frequency, integral customer data logging capability, and integral resettable accuracy testing feature compatible with UniPro and Sensus flow verification software. The magnetic coupling shall utilize high-strength magnets, which provide positive, reliable, and dependable coupling.

3.9.10 Register housings shall be constructed of a suitable engineering polymer or bronze that provides full protection of the register assembly, with a scratch-resistant glass lens.

3.9.11 Attachment of the register to the meter shall contain a factory-installed tamper-resistant means to inhibit unauthorized removal. Seal screws, tamper-proof screws, or locking pin devices are acceptable;

3.9.12 Meters and electronic registers shall be compatible with Sensus AMI systems.

3.9.13 Meters shall have several smart alarms, including but not limited to:

3.9.13.1 Tampering - Detects register removal as well as

magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.9.13.2 Low Battery - Indicates battery capacity to the register is running low.

3.9.13.3 Customer Leak - Detects continuous consumption of

water over a period of time to indicate downstream leaks.

This can reduce water loss and leak adjustment costs.

3.9.13.4 Reverse Flow – Detects the reverse flow of water re-entering the distribution system.

3.9.13.5 High Flow - Detects high usage and/or excessive flow.

3.9.14 Meter accuracy shall comply with or exceed AWWA Standard

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 13 of 26

C701 Class I and II specified accuracy (100 ± 1.5%) for the specified operating range.

3.9.15 Turbine meters shall be warrantied as follows:

3.9.15.1 Will perform to AWWA New Meter Accuracy

Standards for a minimum of one (5) years;

3.9.15.2 Main case will be free from defects and workmanship

for a minimum of 15 years;

3.9.15.3 Encoded registers will be free from defects and

workmanship for a minimum of ten (10) years.

3.10 Electromagnetic Meters 5/8 in., 5/8 in x 3/4 in., 3/4 in., and 1 in

3.10.1 Meters shall meet or exceed all sections of ANSI/AWWA

Standard C-715 for accuracy and pressure loss. Meters and encoders shall be compatible with the City current AMI system.

3.10.2 Meters shall be designed and manufactured to provide long-term service with minimal maintenance.

3.10.3 The measuring device shall be comprised of a composite alloy flow tube with externally threaded brass spud ends.

3.10.4 The high-resolution 9-digit electronic register shall be designed to eliminate dirt and moisture contamination in pit settings.

Direction of flow, rate of flow, and units of measure shall be easily readable on the register display.

3.10.5 The display shall include battery life, empty pipe, and forward/reverse flow indicators.

3.10.6 Registers shall have a unique identification number that is factory set into the registers' memory;

3.10.7 Attachment of the register to the meter shall contain a factory-installed tamper-resistant means to inhibit unauthorized

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 14 of 26 removal. Seal screws, tamper-proof screws, or locking pin devices are acceptable;

3.10.8 Register shall provide accurate and error-free readings, via a Liquid Crystal Display (LCD).

3.10.9 Register output data format shall be a 7-bit ASCII digital.

Register shall be field programmable for the number of digit readings, and user-defined alphanumeric identification. The register's ASCII digital output is capable of interfacing with the AMI transponder to transmit data via radio signal;

3.10.10 Register shall have a 10 – 20 year warranty. Main case shall have a 25-year warranty. Meter shall be warranted to perform to AWWA New Meter Accuracy Standards for five (5) years.

3.10.11 Meters shall have several smart alarms, including but not limited to:

3.10.12 Empty Pipe: Alerting to the absence of water in the flow tube, to identify main breaks downstream and water shortages for quicker resolution to ensure water availability.

3.10.13 Tampering - Detects register removal as well as magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.10.14 Low Battery - Indicates battery capacity to the register is running low.

3.10.15 Customer Leak - Detects continuous consumption of water over a period of time to indicate downstream leaks. This can reduce water loss and leak adjustment costs.

3.10.16 Reverse Flow – Detects the reverse flow of water re-entering the distribution system.

3.10.17 High Flow - Detects high usage and/or excessive flow.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 15 of 26

3.10.18 Electromagnetic meters shall be warrantied as follows:

3.10.19 Meters shall perform to AWWA New Meter Accuracy

Standards for a minimum of five (5) years.

3.10.20 Meters shall perform to AWWA Repaired Meter Accuracy for a minimum of 15 years;

3.10.21 Main case will be free from defects and workmanship for a minimum of 25 years;

3.10.22 Encoded registers will be free from defects and workmanship for a minimum of ten (10) years.

3.11 Electromagnetic Meters 1-1/2 in., 2 in., 3 in., 4 in., 6 in., 8 in., and 10 in

3.11.1 Meters shall typically be used in commercial and industrial water service, and effluent metering. Electromagnetic meters shall meet or exceed the most recent revision of AWWA Standard C-715.

3.11.2 The meter housing shall be made from corrosion protection-coated steel, cast iron, or 304 stainless-steel. The measuring tube shall be resistant to corrosion, aging, and abrasion. The meter shall have a minimum guaranteed life cycle of 10 (ten) years. The integrated construction of the meter shall prevent tampering of the register and provide an indication of any attempt to tamper with the magnetic field.

3.11.3 Register shall be with an integrated, electronic, programmable register that is hermetically sealed with a tempered glass cover.

The measurement display shall be a high-resolution 9 (nine) digit LCD display, designed to eliminate dirt, lens fogging issues, and moisture contamination in pit settings with built-in tamper protection.

3.11.4 The meter shall be AMI-ready, with display readings that

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 16 of 26 highlight the AMI digits. Direction of flow and units of measure shall also be readable on the register display.

3.11.5 Other register features should include AMI resolution and unit of measure, that is fully programmable and integral customer data logging compatible with software tools, and displays for battery life, empty pipe, and forward/reverse flow indicators.

3.11.6 Meter accuracy shall comply with or exceed AWWA standard C715 specified accuracy: ± 1.5% for the normal operating range, and ±3% at low flows.

3.11.7 Meters and electronic registers shall be compatible with current Sensus AMI systems.

3.11.8 Meters shall have several smart alarms, including but not limited to:

3.11.8.1 Tampering - Detects register removal as well as

magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.11.8.2 Low Battery - Indicates battery capacity to the register is running low.

3.11.8.3 Customer Leak - Detects continuous consumption of

water over a period of time to indicate downstream leaks.

This can reduce water loss and leak adjustment costs.

3.11.8.4 Reverse Flow – Detects the reverse flow of water re-entering the distribution system.

3.11.8.5 High Flow - Detects high usage and/or excessive flow.

3.11.9 Electromagnetic meters shall be warrantied as follows:

3.11.9.1 Meters shall perform to AWWA New Meter Accuracy

Standards for a minimum of five (5) years.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 17 of 26

3.11.9.2 Meters shall perform to AWWA Repaired Meter

Accuracy for a minimum of 15 years;

3.11.9.3 Main case will be free from defects and workmanship

for a minimum of 25 years;

3.11.9.4 Encoded registers will be free from defects and

workmanship for a minimum of ten (10) years.

3.11.9.5 Meters shall be manufactured to meet the requirements herein by vendors with a minimum of five years of experience producing AWWA C715-compliant electromagnetic meters.

3.12 Ultrasonic Meters 1-1/2 in., 2 in., 3 in., 4 in., 6 in., 8 in., and 10 in.

3.12.1 Meters shall typically be used in commercial and industrial water service and effluent metering. Ultrasonic meters shall meet or exceed the most recent revision of AWWA Standard C715-18.

3.12.2 The meter housing shall be made from corrosion protection-coated steel, cast iron, or 304 stainless-steel. The measuring tube shall be resistant to corrosion, aging and abrasion. The meter shall have a minimum guaranteed life cycle of 10 (ten) years. The integrated construction of the meter shall prevent tampering of the register and provide indication of any attempt to tamper with the magnetic field.

3.12.3 Register shall be with an integrated, electronic, programmable register that is hermetically sealed with a durable, transparent cover resistant to fogging and contamination. The measurement display shall be a high-resolution 9 (nine) digit LCD display, designed to eliminate dirt, lens fogging issues and moisture contamination in pit settings with built-in tamper protection.

3.12.4 The meter shall be AMI-ready, with displays readings that highlight the AMI digits. Direction of flow and units of

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 18 of 26 measure shall also be readable on the register display.

3.12.5 Other register features should include AMI resolution and unit of measure, that is fully programmable and integral customer data logging compatible with software tools, and displays for battery life, empty pipe and forward/reverse flow indicators.

3.12.6 Meter accuracy shall comply with or exceed AWWA standard C715 accuracy: 100 ± 1.5% for the specified operating range.

3.12.7 Meters and electronic registers shall be compatible with current Sensus AMI systems.

3.12.8 Meters shall have several smart alarms, including but not limited to:

3.12.8.1 Tampering - Detects register removal as well as

magnetic interference to reduce apparent water losses and protect against unauthorized activities.

3.12.8.2 Low Battery - Indicates battery capacity to the register is running low.

3.12.8.3 Customer - Detects continuous consumption of water

over a period of time to indicate downstream leaks. This can reduce water loss and leak adjustment costs.

3.12.8.4 Reverse Flow – Detects the reverse flow of water re-entering the distribution system.

3.12.8.5 High Flow - Detects high usage and/or excessive flow.

3.12.9 Ultrasonic meters shall be warrantied as follows:

3.12.9.1 Meters shall perform to AWWA New Meter Accuracy

Standards for a minimum of five (5) years.

3.12.9.2 Meters shall perform to AWWA Repaired Meter

Accuracy for a minimum of 15 years;

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 19 of 26

3.12.9.3 Main case will be free from defects and workmanship

for a minimum of 25 years;

3.12.9.4 Encoded registers will be free from defects and

workmanship for a minimum of ten (10) years.

3.13 Delivery

3.13.1 The equipment shall be delivered and installed between 9:00 a.m. to 4:00 p.m., Monday through Friday, unless otherwise requested by the Water Department

3.13.2 The Vendor shall not deliver the equipment on City-observed holidays, including:

3.13.2.1 New Year’s Day

3.13.2.2 Martin Luther King Jr. Day

3.13.2.3 Memorial Day

3.13.2.4 Juneteenth

3.13.2.5 July 4th

3.13.2.6 Labor Day

3.13.2.7 Thanksgiving Day and the following Friday

3.13.2.8 Christmas Day

4.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will be considered for award.

5.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 20 of 26

Proposals that meet these requirements will be evaluated based on the criteria listed below.

5.1 Cost – up to 20 points available

5.2 Qualifications & Company Experience – up to 30 points available

5.3 Ability to meet City’s needs – up to 25 points available

Evaluation will consider historical accuracy, life expectancy, warranty coverage, field performance data, and failure rates. Availability of parts, technical support, inventory levels, software/AMI compatibility.

5.4 Method of Approach – up to 15 points available

Evaluation will consider conformance to AWWA standards, specifications, meter sizing, materials, accuracy, lay lengths, and compatibility with existing infrastructure

5.5 Proposed equipment, and work plan- up to 10 points

Evaluation will consider ease of installation, modularity, compatibility with existing meter vaults and fittings, and field replacement capability

6.0 PRICING STRUCTURE

6.1 Provide a written firm-fixed price quote, based on the labor rates listed on the Bid Solicitation. The firm fixed price quotation shall include:

6.1.1 Description of the work to be performed.

6.1.2 Itemized estimate of the parts and materials, including manufacturer’s list price discount.

6.1.3 Timeline including proposed start and finish dates.

6.2 Understand that the submission of a firm fixed price quotation is evidence that the Contractor has familiarized himself/herself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, and the equipment, materials, labor, etc. required. No variation in price or conditions shall be permitted based on the claim of ignorance, negligence, or false representation.

6.3 Contractor shall understand that if alternative products are available to

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 21 of 26 meet the sustainability goals of the City, these shall be submitted with the Contractor’s quote as an additional or alternative firm fixed price quotation.

6.4 The Contractor shall immediately notify the Department Project Manager or designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

6.5 Within one (1) business day of notification, the Contractor shall submit a written Project Quotation Change Request to the Department Project Manager or designee. The City reserves the right to reject any changes to the project firm’s fixed price quotation requested by the Contractor. Under no circumstances shall Contractor proceed with changes to the project firm fixed price quotation without approval from the Department Project Manager or designee. The Project Quotation Change Request shall include the following:

6.5.1 A description of the change or addition in the work and the reason for the change/addition, explaining the benefits of the change/addition.

6.5.2 The adjustment in the project time, if applicable.

6.6 If the City requests to change a fixed-price quote due to a change in the scope of work that would increase the number of labor hours required or the amount of materials required, the Contractor shall amend the original amount and, upon approval and acceptance by the Department Project Manager, of the amended fixed-price quote, shall be reimbursed for the changes.

6.7 Unit prices will include all costs associated with the specified work, including, but not limited to: transportation and travel charges, loading charges, fuel charges, certification fees, shop fees, miscellaneous fees, environmental/hazardous disposal fees, and unspecified costs. NO

ADDITIONAL CHARGES WILL BE ACCEPTED OR PAID BY

THE CITY.

6.8 INVOICES

6.8.1 All invoices must match prior City-approved estimates or payment may be delayed. All charges must be identified on

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 22 of 26

Vendor’s invoice billing statement, listed LINE by LINE by individual charges.

6.8.2 Hours must be rounded to the nearest ¼ hour. Hours invoiced must be for actual hours spent at the City facility working on the equipment, at the hourly labor rate listed in the RFP.

6.8.3 If the final invoice needs to be updated for any reason (i.e.

charges, etc.), the date on the final invoice must be updated to match the date the revised invoice was submitted for processing.

6.8.4 INVOICE SUPPORTING DOCUMENTATION

6.8.4.1 Supporting Documentation for Labor charges must

include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Vendor must provide the City with documentation which identifies the per hour labor rate.

6.8.4.2 Supporting Documentation for Parts charges must

include, at a minimum: 1) a short and plain description of the part; 2) the vendor part number;

and 3) the vendor’s cost for the part and any markups.

6.8.4.3 Vendor must provide the City, at a minimum, with a Bill of Lading or Purchase Order as documentation of the freight charges.

6.8.5 The Vendor must obtain a Purchase Order number before

scheduling and delivering goods.

7.0 CONTRACT AWARD PROCESS

7.1 The Purchasing Division will facilitate and manage the evaluation

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 23 of 26 process.

7.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

7.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

7.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

7.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

7.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

7.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

8.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

8.1 Proposal Format Requirements

8.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

8.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 24 of 26 purposes of easy reference.

8.2 Response forms

8.2.1 Completed and signed RFP-03

8.2.2 Completed and signed RFP-04.

8.2.3 Completed and signed RFP-05.

8.2.4 Completed and signed RFP-06.

8.2.5 Completed and signed RFP-07.

8.3 Technical Response

8.3.1 Submit proof of experience with the bid

8.3.2 List of Exceptions/Substitutions/Clarifications/Additions

8.3.2.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

8.3.2.2 If no exceptions are taken, please include a single

document stating “No Exceptions taken” in the Required section.

8.3.2.3 It is extremely important for the Proposer to make

clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 25 of 26 documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

8.3.2.4 Identify each exception, clarification, substitution

and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

8.3.2.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

8.3.2.6 For substitutions/clarifications, provide an

explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

8.3.2.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

8.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

8.3.2.9 The City shall consider the number and substance

RFP Ref. #: 26-0054 Doc. Ref#: RFP-02 Page 26 of 26 of alterations to the City’s stated requirements as a factor in determining the most advantageous response.

8.3.3 Pricing

8.3.3.1 Proposal pricing shall be assembled and presented

in accordance with the format and instructions of this solicitation.