February 5, 2025

SMALL WATER METER REPLACEMENT AND

FIELD VERIFICATION SERVICES

Solicitation # PW5-4640-4871

Addendum #2

The RFP (PW5-4640-4871) is amended by the addition of the following provisions. If any provision in this

Addendum conflicts with any existing provisions in the RFP, the Provisions of this addendum control. All other provisions in this Addendum remain effective as previously published.

REQUIREMENT CHANGE

TAGS: All mention of tags in the solicitation is removed. Instead of tags, contractors will take photographs and provide access to the city.

Below are questions from contractors with city responses:

1. Can contractor respond to only one category of the solicitation, Small Water Meter Replacement or Field Verification Services or must they respond to both in order to be responsive.

Yes. While the city prefers to award to one company for all services, if necessary or in the best interest of the city, award will be made to multiple companies by bid lot.

2. Question regarding software, does city have specific software that must be used?

For field verifications, city may buy ARC GIS software/App. For water meter replacement, if vendor uses software, we would like to use or have data via file (excel). City will provide excel sheet with meter information. City will need a returned excel spreadsheet with new and updated meter information.

City will make every effort to make work efficient by clustering jobs.

3. Do you have a percentage of how many meters are on re-setters?

We are unable to provide percentage of meters that are on re-setters.

4. Tier 2 optional requiring pre-approval, how long will approval take?

Contractor will contact city staff who will be as quick and efficient as possible. Site will be added to list, resident’s approval is required and contractor will have to return upon approval.

5. Door hangers for residents clarification: For field verification, The city will provide door hangers as part of the notification process, which will be required to be delivered by the contractor(s) on the day of the field verification. For meter replacements:

Notification of Public. CONTRACTOR shall notify all affected citizens and businesses by door flyer

48 hours prior to start of work. Door flyer shall include, as a minimum, all pertinent information such as description of work, date, time, schedules and CONTRACTOR name, and a 24-hour contact phone number(s). The flyer information shall be submitted to the Contract Administrator/Designee for approval prior to distribution.

6. Will contractor be required to replace valves or any other equipment?

No, only meters and identification of lines is required.

7. Page 13 of the solicitation, water meter replacement procedures reads: Upon removal, all old meters and/or register heads shall be tagged and identified by address to allow verification of final reading of the meter for billing purposes. The City is changing the tag requirement to photo(s).

Contractor will provide city with access to photos. For field verification services, the photos will be required to be uploaded through the app.

Page 16 of the solicitation, salvage of old meters, shall now read:

a. All meters removed and replaced will be the property of the city. The Contractor shall be held accountable for the return of all old meters and/or register heads.

b. Removed meters and at least one copy of a fully completed installation form shall be returned to the city within one week after completing the installation of each meter. Photos will suffice with meter number and read. Contractor will provide city with access to photos.

8. Are completed workorders to be returned daily or weekly?

Completed service orders provided shall be returned daily.

9. Is the insurance installation floater required?

Yes, Risk and Legal are requiring this insurance requirement remain part of the solicitation.

10. What’s the protocol if a box has leaks?

Contractor is to call it in to city staff.

11. Solicitation reads: Water meter replacement services provided by Contractor’s, employees shall be performed by ADEQ Water Distribution System Operator Grade 1 certified personnel, properly trained and qualified to perform services outlined in this RFP for water meter change out. Is this required only for meter replacements and not field verifications? Do all technicians have to have the certification or only foreman?

ADEQ Cert is only required for meter replacement. Contractor is required to have it.

12. What is contractor to do if Resident declines services?

Contractor is to document the communication and notify city. See item #14, the same small return fee can be applied here, contractor is to indicate this fee in the additional price page section of the solicitation.

13. Can an allowance be added for traffic control?

Because the majority of required services will be in residential areas, the city doesn’t feel this is necessary. In the event traffic control is necessary, the contractor should notify the contract administrator.

14. Will there be an allowed for return fee?

Contractor is to document when a return is required and can include requested fee on additional price page. If for any reason during QC process, if photos or information provided is not clear, city will require contractor to go out again to provide clear and accurate data. Contractor will not be paid if data is not clear or accurate. Please note the small fee provided by contractor would only apply for 3rd point verification.

15. How many meters are in alleys?

Majority of meters are front of property but there is a small percentage in alleys.

16. Are current lids compatible with meters to be installed?

Yes, including those with antennas through the lid.

17. Will City provide warehouse with replacement meters?

Yes, contractors will go to site to pickup meters for the day and return old/used meters.

18. Can contractors leave vehicles overnight?

Due to risk/liability reasons, contractor vehicles cannot stay overnight on city property.

19. (Ref: pg. 8, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / GENERAL

INFORMATION/BACKGROUND) What percentage of the City’s total water meter population does the approx. 28,000 meters represent?

If you mean field verifications, approximately 31%.

20. (Ref: pg. 8, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / GENERAL

INFORMATION/BACKGROUND), Please confirm if the water meter replacement is to be performed in conjunction with the field verification service (ref: single site visit to perform both services), or is the water meter replacement to be performed independent of the field verification service?

We would like both services performed on the approximate 28,000 field verifications sites that overlap with the water meter replacement. There are approximately 10,000 water meters that need to be replaced as part of the 28,000 field verifications. This is an approximate number and can be less or more.

21. (Ref: pg. 8, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / GENERAL

INFORMATION/BACKGROUND), Please confirm the duration of the City’s and/or consulting firm’s associated training associated to the field verification service (e.g. 1 full day or other).

The city/consultant will provide a 2-hour training.

22. (Ref: pg. 8, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / GENERAL

CONTRACTOR QUALIFICATIONS), Is it mandatory that the Contractor provides / has a local office for the purposes of this contract?

For these projects, yes.

23. (Ref: pg. 9, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / SPECIFICATIONS

FOR FIELD VERIFICATION SERVICES) Please provide additional details regarding the anticipated percentage of completed field verifications where the City may a revisit / secondary field verification be performed by the Contractor.

It will be determined when contractors visit each respective site. Contractors may be required to revisit a site if data is unclear and city cannot determine service line material. Accurate data is required to be collected and QC’d by the city to confirm the identification of the service line material.

24. (Ref: pg. 9, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Service Line

Identification Activities and Reporting Required per Service Connection), Please provide the projected percentage of total field verifications under this section where the Contractor would not be compensated

(issue on-site preventing completion of the field verification).

This information is not available. It will be determined when contractors visit each respective site.

Contractors will not be compensated until accurate data is collected and QC’d by the city to confirm the identification of service line material. 7. (Ref: pg. 10, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Documentation and Reporting:), Please provide additional details regarding the in-field system and associated hardware provided by the

City for the purposes of this contract (ref: “Complete a service line identification electronic form provided by the city”).

The city/consultant will provide contractors access to an ARC GIS based APP or sharepoint drive to input field data during the field verification of service line material. This includes service line material and photographs.

25. (Ref: pg. 10, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Documentation and Reporting:), Is the City provided system capable of capturing the digital image requirements, or does the Contractor have to provide hardware for the capturing of images?

Contractor will need to provide the hardware for capturing the images.

26. (Ref: pg. 10, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Documentation and Reporting:) The associated details here are a little unclear? Please confirm if the Contractor is required to provide an in-field work order management system (WOMS) for the purposes of this contract.

For meter replacement: A field work order management system is not required, however contractor needs to have a tracking system to show requested information by the city (i.e. old meter number vs new meter number). Contractor must also provide per contract, a before and after picture of the meter. For field verification of service line material: The city/consultant will provide contractors access to an ARC GIS based

APP or sharepoint drive to input field data during the field verification of service line material. This includes service line material and photographs.

27. (Ref: pg. 10, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Documentation and Reporting:), Will the City distribute work in such a way that will ensure a consistent, level in-field staffing requirement by the Contractor?

The city will distribute work to contractors based on the how accurately and efficiently they complete their assigned areas. No exact number will be guaranteed to contractors, it will be based on how quickly and accurately field verifications are completed.

28. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / RESPONSE TIME:), Please confirm if it is the City’s intent to allow a reasonable period for the Contractor’s recruitment and training of local field personnel, or is the Contractor required to commence services immediately upon the receipt of the Notice to Proceed?

Contractors will be given a grace period to recruit and train local field personnel before notice to procced.

However, please note, RFP may be awarded to multiple contractors and may proceed with field verifications immediately if trained field personnel is available.

29. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / RESPONSE TIME:), Please provide examples of what falls under “emergency service”. Emergency service would be situations when a meter was not replaced correctly and is creating water issues for the customer. The contractor will be responsible to correct the issue.

30. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / RESPONSE

TIME:), Please clarify the “allowable flexibility” or “window” in which the Contractor has to complete City assigned (standard) work orders / service requests (e.g. Contractor is allowed up to two (2) business days to complete City assigned work orders / service requests).

For meter replacement: A list of completed meter replacements must submitted daily. City will be conducting QC to ensure accuracy of data. For field verifications of service lines: Contractors must submit once work is completed. City will be conducting QC as work is completed to ensure accuracy.

31. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / CONTRACTOR

RESPONSIBILITY’S: / b.) It is our understanding that there are not permits and / or licensing requirements that would fall under the term and conditions of this service requirement / contract. Please confirm.

Permits and licensing requirements are not required for meter replacements. However, the contractors conducting the work must have a grade 1 water distribution operator certification by ADEQ.

32. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / CONTRACTOR

RESPONSIBILITY’S: / e.) Please confirm the anticipated percentage of service orders that will require the installation of a bypass valve.

Install of bypass valve is not part of this contract.

33. (General) It is our understanding that the City is to be responsible for all associated warehousing as it relates to this contract. Please confirm.

All meters will be housed at city site.

34. (General) If the Contractor is responsible for the provision of the WOMS for the purposes of this contract, will the City require access to the Contractor’s WOMS? If yes, please confirm the total number of

City concurrent users requiring access to WOMS.

For meter replacement: A field work order management system is not required, however contractor needs to have a tracking system to show requested information by the city (i.e. old meter number vs new meter number). Contractor must also provide per contract, a before and after picture of the meter.

For field verification of service line material: The city/consultant will provide contractors access to an ARC

GIS based APP or sharepoint drive to input field data during the field verification of service line material.

This includes service line material and photographs.

35. (General) As part of the in-field service requirement, is the Contractor required to capture / record GPS coordinates? If yes, to what precision are the capture / recording of GPS coordinates to be based on (e.g.

+/- 3 meters)? Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or GPS coordinate. For field verifications of service line material, GPS coordinates will be provided thru the APP and/or sharepoint.

36. (General) If the Contractor is unable to capture GPS as based on RFP specifications (e.g. inside meters, no satellite signal available, etc.), what is the expected correction service to obtain accuracy?

Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or

GPS coordinate.

For field verifications of service line material, GPS coordinates will be provided thru the APP and/or sharepoint.

37. (General) What is the acceptable alternative for GPS data collection if the GNSS signals are unavailable or obstructed for an asset?

Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or

GPS coordinate.

For field verifications of service line material, GPS coordinates will be provided thru the APP and/or

38. (General) How will the City validate the accuracy of the GPS coordinates collected?

Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or

GPS coordinate.

For field verifications of service line material, GPS coordinates will be provided thru the APP and/or

39. (General) Which metadata are expected to be provided along with the GPS position captured?

Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or

GPS coordinate.

For field verifications of service line material, GPS coordinates will be provided thru the APP and/or

40. (General) Is there a specific format in which the GPS position should be provided?

Contractor is not required to capture GPS coordinates. Meters already have a designated location and/or

GPS coordinate.

For field verifications of service line material, GPS coordinates will be provided thru the APP and/or

41. (General) As part of the City’s download file for the Contractor, will there be account specific notes

(special instructions) and codes indicating physical meter locations, access issues, safety issues/alerts, etc.

(e.g. “key” numbers, “bad dog”, “meter pit in backyard”, etc.)?

City staff will provide this information to selected contractor(s).

42. (General) Do prevailing wage requirements apply for the purposes of this contract (ref: Davis-Bacon

Act)? No

43. (General) Is the Contractor required to utilize unionized field personnel for the purposes of this contract? No

44. (General) Is the Contractor required to provide a bond(s) for the purposes of this contract (e.g. bid bond, performance and/or payment bond)? If yes, please provide details regarding the bond requirements and associated value of said bonds (e.g. performance bond required for 100% value of the contract). No

45. (General) Is it acceptable for the Contractor to include pricing notes for clarity purposes as part of their

RFP response? That is acceptable but the price pages in the solicitation must be completed in order to be considered responsive.

46. (General) Are there any daily work assignment restrictions (e.g. maximum 10 service orders per day/per

FSR), or is this to be left up to the discretion of the Contractor?

For field verifications, no restrictions on the maximum number of inspections to be conducted daily.

However, we do expect to have a minimum number of inspections based on number of inspectors out for inspections. This also applies to meter replacement.

47. (General) Are there any unique in-field meter installation service-related requirements (e.g. boats, ferries, ATVs, etc.)? If yes, please provide associated details including projected average number of days required per month.

No unique in-field meter installation services. Replacements will occur during normal business hours

Monday-Friday from 8 am-5pm. No holidays or weekends.

48. (General) Please provide the approx. total number and/or percentage of urban metering applications which would be considered as “hard to access” and/or potentially inaccessible (e.g. inside metering applications, backyards, gate access required, etc.).

This information is not available. It will be determined when contractors visit each respective site.

49. (General) Are these services currently being outsourced and if yes, who is the current service provider?

MSI and Hyrda for Field Verifications

MSI for Meter replacement

50. (General) What is the current total number of Contractor field personnel being utilized for the purposes of this contract (ref: total full-time personnel and total part-time personnel)?

This information is not available.

51. (General) Will secure, or non-secure, overnight parking be made available for the Contractor’s contract related fleet vehicles at the City’s facility or warehouse?

No

52. (General) Where are water meter pits typically located (e.g., in front of houses at the curb, inside fenced yards, in alleys or)?

Meter pits can be in various areas. Selected contractor(s) will be provided with information.

53. (General) What percentage of the City’s total meter population are installed in meter setters?

That information is not available.

54. (General) What percentage of the City’s total meter population are in straight plumbing configurations?

That information is not available.

55. (General) What percentage of the City’s total meter population are direct connections?

All for the purposes of this contract.

56. (General) How often does the City exercise City valves?

Valve exercise is not part of the contract.

57. (General) On average, how deep are the City and customer service lines?

On average, about 1-2 feet.44. (General) On average, how much soil / debris is expected to be removed from meter pits to gain the required 3 inches below couplings? Each site varies.

60. (General) Does the City’s general service area have excessive soil erosion?

This information is not available.

61.(Ref: pgs. 19 - 20, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / Exhibit A.

Pricing) Please provide additional details regarding the difference between “Lot A” and “Lot C” (e.g. “Lot A” represents totals if awarded to one company only / “Lot C” represents totals if award is split?).

Lot A represents field verification only and may be awarded to multiple companies. Lot C represents the number of field verifications and meter replacements and may also be awarded to multiple companies. It is important to note in Lot C, that we are requesting pricing at different meter size replacements along with the verifications of service line material.

62.(Ref: pg. 8, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / GENERAL

INFORMATION/BACKGROUND) Are field verifications assigned / performed in highly saturated service areas with a contiguous, “premise-to-premise” in-field service requirement, or are field verifications to be sporadically located throughout the City’s general service area?

The city and consultant will do their very best to ensure field verifications will be assigned closely together to allow contractors to work more efficiently.

63. (Ref: pg. 11, “4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_Final” / RESPONSE

TIME:) Will the Contractor be required / requested to work outside of standard business hours? If yes, please provide additional details regarding the hours to which the Contractor is to be available.

The contractors will be responsible for working between 8am-5pm (cooler months) and 7am-4pm (warmer months) Monday thru Friday. Contractors will not work on weekends or federal holidays observed by the city.

64. What is the existing meter brand that will be replaced?

Neptune

65. Will this be a like for like exchange no modification to setting to install new meter?

Yes, like for like

66. Do you have an Engineer’s estimate for this project?

No

67. How are meters currently being read?

In thousands of gallons

68. What is the material of the existing lids?

Varies

69. Are there any existing holes in the lid?

The lids are conformed to Neptune meters – including antennas

All other Terms and Conditions remain the same. Acknowledge this addendum in your bid/proposal.

End of Addendum.

Raquel McMahon

Procurement Officer

Email: raquel.mcmahon@chandleraz.gov mailto:raquel.mcmahon@chandleraz.gov