4871_Water_Meter_Repair_and_Field_Verification_Services_RFP_FINAL.pdf

CITY OF CHANDLER

NOTICE OF REQUEST FOR PROPOSAL PW5-4640-4871

SOLICITATION TITLE: SMALL WATER METER REPLACEMENT AND

FIELD VERIFICATION SERVICES

SOLICITATION NO.: PW5-4640-4871

PROPOSAL DUE DATE: February 11, 2025

PROPOSAL DUE TIME: 4:00 pm local Arizona time

SUBMIT TO: Via email to:

raquel.mcmahon@chandleraz.gov

Email and attachments may not exceed 50 MB

PRE-PROPOSAL CONFERENCE: January 30, 2025

9:30 a.m. local Arizona time

Purchasing Division Conference Room

175 S. Arizona Ave., 3rd Floor, Chandler 85225

CONTACT: Raquel McMahon, CPPB

Procurement Officer

Phone: (480) 782-2407

Email: raquel.mcmahon@chandleraz.gov

ISSUE DATE: January 13, 2025

Proposals for the commodity or service specified will be received by the Purchasing Division, City of

Chandler, via email to raquel.mcmahon@chandleraz.gov, until the time and date cited above. The City does not accept proposals submitted through the Arizona Procurement Portal. Proposals must be submitted via email to the Procurement Officer.

Proposals must be received in the email inbox of the responsible Procurement Officer on or prior to the exact time and date indicated above.

Instructions for preparing proposals are provided on the following pages.

RFP Summary: The City is requesting proposals from qualified offerors to provide the City with small water meter replacement and field verification services pursuant to the attached agreement.

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Vendor Registration. Proposers must register via the on-line vendor registration system to automatically receive notification of addenda to this solicitation or notice of other solicitation opportunities. Visit https://www.chandleraz.gov/business/vendor-services/purchasing, select Vendor Registration and Management.

2. Addendum. This RFP may only be modified by a written addendum. Proposers are responsible for obtaining all addenda. A Proposer must not rely on verbal responses to inquiries. A verbal reply to an inquiry does not constitute a modification of the solicitation.

3. Late Proposals. Late proposals will not be accepted. It is the sole responsibility of the

Proposer to ensure that its proposal is received at or prior to the exact date and time indicated on the Notice Page. The time stamp of the City’s email system will govern timeliness of submission.

4. Cost of Proposal Preparation. The City will not reimburse any Proposer the cost of responding to a solicitation.

5. Duty to Examine. It is the responsibility of each Proposer to examine the entire solicitation, seek clarification and make inquiries, and examine its proposal for accuracy before submitting it. Lack of care in preparing a proposal will not be grounds for modifying or withdrawing the proposal after the due date and time, nor will it give rise to any claim.

6. Inquiries. Any inquiry related to this solicitation, including any requests for or inquiries regarding standards referenced in the solicitation must be directed solely to the

Procurement Officer listed on the cover page of the solicitation. Proposers will not contact or direct inquiries concerning this solicitation to any other City employee unless the solicitation specifically identifies a person other than the Procurement Officer as a contact.

All inquiries, except those at the Pre-Proposal Conference, should be submitted in writing and refer to the appropriate solicitation number, page and paragraph. The City will consider the relevancy of all inquiries but is not required to respond in writing.

Any inquiry must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the inquiry not being addressed in a solicitation addendum.

7. Remote Attendance at Pre-Proposal Conference. The City may offer remote attendance at the Pre-Proposal Conference via a City-hosted dial-in meeting. If remote attendance is offered, meeting details will be provided on the Notice Page. Interested Offerors attending remotely may be required to register and provide, at a minimum, attendee name and company name.

Remote attendance is provided as a courtesy. Attendees are responsible for all aspects of their attendance. The City will not provide technical support for remote attendance.

https://www.chandleraz.gov/business/vendor-services/purchasing

8. Exceptions to the Solicitation. Any exception to the solicitation must be submitted as soon as possible and should be submitted at least ten days before the proposal due date and time for review and determination by City. Failure to do so may result in the exception not being addressed in a solicitation addendum.

9. Proposal Amendment or Withdrawal. A proposal may be withdrawn at any time before the due date and time. A proposal may not be amended or withdrawn after the due date and time except as otherwise provided by applicable law.

10. Unit Price Prevails. In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate will govern.

11. Non-Collusion and Non-Discrimination. By signing and submitting the proposal, the

Proposer certifies that the Proposer did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its proposal; and the Proposer does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, age, sex, national origin, or disability, and that it complies with all applicable Federal, state and local laws and executive orders regarding employment.

12. Waiver and Rejection Rights. The City reserves the right to waive any immaterial defect or informality; or reject any or all proposals, or portions thereof; or reissue the Request for

Proposal; and will be the sole judge of the merits of the proposals received.

13. Proposal Opening. Proposals will be opened as indicated on the Notice Page, unless amended in writing by the Procurement Officer issuing the solicitation. The name of each

Proposer will be public information following the proposal opening. No other information will be publicly disclosed at that time.

14. Public Record. All proposals submitted in response to this solicitation and all evaluation related records will become property of City and will become a matter of public record for review, subsequent to publication by the City of the proposed award in the agenda for the

City Council Meeting, or upon award by the appropriate approving authority or as otherwise required by law.

15. Confidential Information. A request for nondisclosure of data such as trade secrets or other proprietary information must be submitted with the proposal and must contain the basis for the request. Any information included in the request must be submitted as a separate file. Price is not confidential and will not be withheld. A blanket statement of confidentiality will not be considered. It is the Proposer’s responsibility to identify and segregate the information in the proposal provided to the City.

The City will review all requests for confidentiality and may approve or deny all or portions of the request. Information denied confidentiality will be released as public information. In the event of a public records request for information granted confidentiality, the City will endeavor provide 48-hours’ notice before releasing materials in order for the Proposer to apply for a court order blocking the release of the information.

16. Proposal Acceptance Period. All proposals will remain valid for 120 days after the day of the opening of proposals. The City may, at its sole discretion, release any proposal and return any security (as applicable) prior to that date. No Proposer may withdraw a proposal during this period without written permission from the City. Should any Proposer refuse to enter into an agreement, under the terms and conditions of the procurement, the City may retain any security (as applicable) as liquidated damages.

17. Discussions with Proposers and Revisions to Proposals. Discussions and additional investigations may be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final proposals.

In conducting discussions, there will be no disclosure of any information derived from proposals submitted by competing Proposers. The purposes of such discussions will be to:

determine in greater detail such Proposer’s qualifications; explore with the Proposer the scope and nature of the project, the Proposer’s proposed method of performance, and the relative utility of alternate methods of approach; determine that the Proposer will make available the necessary personnel and facilities to perform within the required time; agreeing upon compensation, which is fair and reasonable, taking into account the estimated value of the required services, and the scope, complexity and nature of such services.

18. Clarifications. City reserves the right to obtain Proposer clarifications where necessary to arrive at full and complete understanding of Proposer’s product, service, and solicitation response. Clarification means a communication with a Proposer for the purpose of eliminating ambiguities in the proposal and does not give Proposer an opportunity to revise or modify its proposal.

19. Agreement Negotiations. City reserves the right to conduct exclusive or concurrent negotiations with responsible Proposer(s) for the purpose of agreeing to the conditions, terms and price of the proposed agreement unless prohibited. Proposers will be accorded fair and equal treatment in conducting negotiations and there will be no disclosure of any information derived from proposals submitted by competing Proposers. Exclusive or concurrent negotiations will not constitute an agreement award nor will it confer any property rights to the successful Proposer. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into subsequent concurrent or exclusive negotiations with the next most qualified Proposer(s).

20. Payment. Proposers may agree to accept the City Procurement Card (Mastercard) for payment. Proposers should indicate on the Proposer Information and Offer Section of this

RFP, their willingness to accept City Procurement Card payments. The inability to accept payment by City Procurement Card will not disqualify a Proposer’s response.

Proposers may also agree to accept other traditional payment methods, including automated clearinghouse (ACH). Payment terms for traditional payment methods are Net

30 upon receipt of an accurate invoice. Proposers may propose additional discounts for early payment within their proposal.

21. Local Business Consideration. Where the Chandler Administrative Regulation MS-16 Local

Business Consideration is applicable, any applicable Chandler Transaction Privilege Tax will be deducted from the net cost for the purpose of evaluation.

22. Protests. A protest must be in writing and be filed with the Purchasing Division. Filed means delivery to the Procurement Officer or Procurement and Supply Senior Manager, whichever is applicable. A time and date of receipt will be documented in a verifiable manner for purposes of filing.

A protest must include:

a. The name, address, telephone number and email address of the protester;

b. The signature of the protester or its representative;

c. Identification of the solicitation or contract number;

d. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

e. The form of relief requested.

A protest based upon alleged improprieties in a solicitation that are apparent before the solicitation due date must be filed not less than five calendar days before the solicitation due date.

A protest of a proposed award requiring City Council approval must be filed within five calendar days of the first posting of the award recommendation on the Purchasing Division website or the City Clerk’s website, whichever occurs first. If the deadline for filing a protest occurs on a weekend or holiday, the protest must be filed the next business day.

A protest of an award not requiring City Council approval must be filed within ten days after the protester knows or should have known the basis of the protest.

23. Award. Unless otherwise provided in this solicitation, the City reserves the right to make multiple awards, award by item, group or as a total, as is deemed most advantageous to the

City.

24. Execution of Agreement. Within ten days of notice that Proposer is the recommended awardee, Proposer will execute and return the Agreement to Purchasing.

25. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Procurement Officer.

Requests must be made as early as possible to allow time to arrange the accommodation.

PROPOSAL CONTENT

Proposers must submit one copy of the proposal via email to the responsible Procurement Officer.

The REQUEST FOR PROPOSAL TITLE, NUMBER AND OFFEROR NAME should be in the subject line of the email. Emails and attachments may not exceed 50 MB in size. Attachments should be in

.pdf format and named with the RFP number and Offeror name. A single email is preferred, however multiple emails are permissible provided that all are received prior to the due date and time.

Proposals should include the following information in the order listed:

1. Completed Proposer Information and Offer Section. Complete and submit the Proposer

Information and Offer Section in the format provided in this solicitation. Failure to do so may result in the proposal being rejected as non-responsive. The Proposer Information and Offer

Section within the solicitation must include a signature by a person authorized to sign the proposal. The signature must signify the Proposer’s intent to be bound by its Proposal and the terms of the solicitation and that the information provided is true, accurate and complete.

2. Responses to Proposal Evaluation Criteria. Submit information requested in the

Evaluation Criteria Section provided in this solicitation. Forms, such as pricing forms, must be completed in the format provided in the solicitation. Failure to do so may result in the proposal being rejected as non-responsive.

3. Exceptions to Agreement. The City’s standard Agreement is included as a part of this solicitation. By submitting a proposal, the Proposer acknowledges having reviewed the

Agreement. Any exceptions to the Scope of Work or Specifications or to Agreement terms and conditions must be included with the proposal and be clearly identified. Exceptions not included in the proposal may not be introduced in the future. Any exceptions to the Scope of Work, Specifications or the Agreement language will be considered and included in City’s evaluation of the proposal. A proposal that takes exception to a material requirement of any part of the Scope of Work, Specifications or Agreement language may be rejected as non-responsive.

4. Disclosure. If the Proposer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal, state or local government, or if any such preclusion is currently pending, the Proposer must make disclosure. In the proposal, the Proposer must include information including the name and address of the governmental entity, the effective date and duration of this suspension or debarment, and the relevant circumstances. The City reserves the right to reject a proposal received from a Proposer, including each of its principals, who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity.

PROPOSER INFORMATION AND OFFER SECTION

Company Name

Business Type (Corporation, Partnership, etc.)

State of Incorporation (if applicable)

Federal Tax I.D. No.

Address

City, State, Zip

Authorized Signature

Name and Title

Contact Name

Title

Telephone

E-mail

Chandler Transaction Privilege Tax (TPT)

No. (if applicable) Date of issue:

Is proposed purchase subject to TPT? _______yes _______no

Will you accept a City Procurement Card

(MasterCard) for payment of invoices? _______yes _______no

If you accept a MasterCard for payment, do you charge a fee?

_______yes _______no If yes, what is the fee?______

Will you accept automated clearinghouse

(ACH) for payment of invoices? _______yes _______no

Prompt Payment Terms Offered _______% Net _________ days

Disclosure of Debarment or Suspension

_______yes _______no

(If yes, please attach description of the circumstances)

Exceptions Taken

_______yes _______no

(If yes, please attach a clearly identified section)

Date Addendum #1

Acknowledged/Received

Date Addendum #2

Acknowledged/Received

Date Addendum #3

Acknowledged/Received

EXHIBIT A

SCOPE OF WORK

GENERAL INFORMATION/BACKGROUND

The City of Chandler is accepting proposals for a contractor to provide all labor and equipment to perform small water meter replacements, in addition to field verification services as described within these specifications. The city has reviewed historical records and conducted service line material surveys from business and homeowners and anticipates that approximately 28,000 public and private water service locations in the city will require field verification to confirm their water service line material. Of these approximately 28,000 sites, a large percentage of them will also require the replacement of their water meter. Field verification will take place once notice to proceed is given. The field verifications must be completed within 12 months. However, sites that require both field verifications and meter replacements must be completed no later than December 31st, 2025.

Inspections may require visual, soft dig/vacuum inside meter box, or pothole type activities. Contractor will need to identify obstacles if landscaping, sidewalk, pavers, locked gates, wildlife, or pavement prevents service line verification.

Inspection site landscape is not uniform, and each site may contain unique conditions that may make it difficult to perform inspections. This topic will be covered in the training and addressed by a ‘tiered’ criteria description for sites.

The city and/or consulting firm hired by the city will provide training on the field verifications of service line material and expectations related to field verification inspections and testing. This training is mandatory and all field staff must complete training prior to working onsite.

GENERAL CONTRACTOR QUALIFICATIONS

Selected contractor(s) must attend a service line material identification training, which will be hosted by the city and/or consulting firm hired by the city.

Chandler’s preference is for the selected contractor’s place of business to be located physically in the

Phoenix, AZ Metropolitan area.

Selected contractor(s) must have ability to perform work with several crews at any given time. While the city prefers to award to one company for all services, if in best interest of the city, award will be made to more than one company by bid lot.

Contractor shall have at least five (5) years of experience in water meter change out/installation services, and in calibration, testing, and repair services.

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.

SPECIFICATIONS FOR FIELD VERIFICATION SERVICES

Approximately 28,000 service lines (serving a mixture of residential and commercial properties) will require service line materials verification. Please note, city may require contractors to revisit sites to ensure service line material is identified accurately. 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.

Service Line Identification Activities and Reporting Required per Service Connection

• Identify if landscaping, sidewalk, pavers, locked gates, wildlife, or pavement prevents verification.

o If unable to verify materials due to these conditions, document this in report for this service connection (see below for reporting). Please note contractor will not be paid for this service.

Building Exterior Examination:

• Examine and identify the service line material at the exterior wall of the building (within 18 inches of the building exterior wall).

• Perform a field identification of service line material, this may involve a magnet and/ or scratch test as necessary to assist in determination. Use of additional test methods will require prior written approval from the city.

• If the tests or examination indicate potential lead, conduct a lead swab test. (Test acquired by the contactor.) Swab tests must meet criteria outlined in 40 CFR 745.88 (c)(1) and (2). Notify the city immediately if lead service line material is identified.

Meter Box Examination:

Tier 1 Required Method:

• Expose the privately-owned and utility-owned side of the service line within the interior of the meter box using minimally invasive techniques.

• Examine and identify the service line material on each side of the service line within the meter box.

• In addition, a third point verification will be required at the hose-bib on the privately-owned side of the property.

• Perform a field identification of service line material, this may involve a magnet and/ or scratch test as necessary to assist in determination. Use of additional test methods will require prior written approval from the city.

• If the tests or examination indicate potential lead, conduct a lead swab test. Swab tests must meet criteria outlined in 40 CFR 745.88 (c)(1) and (2).

• Secure meter box lid once inspection is completed.

• Contractor responsible for off-site disposal of material removed from the meter box. (Chandler may be able to accommodate disposal at city facility.)

• In the event identification cannot be done within the meter box, provide photos that clearly document obstacle conditions preventing identification within the meter box and proceed to Tier 2 alternative means of material identification. Documentation must be provided to present a Tier 2 obstacle.

Tier 2 Optional Method (must be preapproved by city:

• If nearby landscaping may remain undamaged, expose the privately-owned and utility-owned side of the service line within a 2-feet radius of the meter box.

• Examine and identify the service line material on each side of the meter box.Perform a field identification of service line material, this may involve a magnet and/ or scratch test as necessary to assist in determination. Use of additional test methods will require prior written approval from the city.

• If the tests or examination indicate potential lead, conduct a lead swab test. Swab tests must meet criteria outlined in 40 CFR 745.88 (c)(1) and (2).

• Contractor responsible for off-site disposal of material removed from the meter box. (Chandler may be able to accommodate disposal at city facility.)

• Restore surface landscape disturbed during inspection to initial conditions.

Documentation and Reporting:

• Submit photographs of the service line at each inspection point (one at building exterior and two within meter box or near meter box depending upon if Tier 1 or Tier 2 verification method is used).

• Pipe material must be easily determined through photos.

• Complete a service line identification electronic form provided by the city.

• Provide a summary of service line identification results and photos in electronic format. (An ArcGIS application to capture field verification data may be developed and used for this project (tablets/smart phones with WiFi)

• If photos or information in electronic form is incomplete or incorrect, contractor will be required to reperform work effort at no cost to the city

The Contractor shall take reasonable efforts to protect and prevent damage to wires, cable, structures, fences, vehicles, trees, plants and other assets while performing services under the awarded contract.

Any damage caused by the Contractor to public or private property shall be corrected by repair or replacement by the Contractor, at the Contractor’s expense, to the satisfaction of the property owner and/or the city.

• Meter boxes or lids damaged during contractor activities associated with this contract will be provided to the contractor by the city.

The Contractor shall furnish all labor, materials, and equipment necessary for the requested services.

The Contractor shall provide applicable service line data within 24 hours of inspection.

Should the Contractor discover an active leak during the inspection identification, this information shall be delivered immediately to the city or designee via email or phone call.

The Contractor shall develop an overall schedule of work to be approved by the city prior to the commencement of work. The city shall furnish the service provider with the general locations of planned work activities at least one (1) business day in advance by email or in person.

When necessary, the Contractor shall provide all traffic control services, in order to ensure a safe working environment at all times. At a minimum, all work vehicles will clearly identify the Contractor, safety cones, and include appropriate flashing hazard lights.

SMALL WATER METER REPAIR AND REPLACMENT GENERAL INFORMATION

WATER METER MANUFACTURER:

Neptune Smart Meters or approved equal (supplied by the city)

THE CITY WILL PROVIDE THE FOLOWING:

a. Meters

b. Registers

c. Gaskets

d. All necessary fittings – gate valves, strainers, reducers, spools, and any/all lead-free brass fittings for the bypasses.

RESPONSE TIME:

Contractor will be required to respond by phone and email to the initial service call from the city within twelve

(12) hours.

Contractors shall commence work once Notice to Proceed is given. Emergency service response time shall be within two (2) to three (3) hours from the initial call from the city to arriving onsite.

NONPERFORMANCE FEE TABLE:

SITUATION AMOUNT TO BE DEDUCTED

A. Failure to respond to emergency calls within the specified time limits required.

$100 per site/emergency

B. Failure to start and satisfactorily complete the required work within the specified time limits required.

$50 per site/day

CONTRACTOR RESPONSIBILITY’S:

a. The Contractor shall provide all labor, supervision, tools, equipment, supplies and materials not provided by the city necessary to provide all services contained in this RFP, including all consumables.

i. Consumable materials shall include but not limited to, cleaning supplies, lubricants, etc. These are materials that are "consumed" by performing the work, which are different from repair parts used for replacement of specific w a t e r meter components.

b. All permits and licenses necessary for the installation of equipment shall be secured and paid for by the Contractor. The Contractor shall possess appropriate licenses for the services proposed herein.

c. Confined space entry is likely with this contract. It shall be the responsibility of each Contractor to supply all necessary equipment, train employees, and comply with any Safety, OSHA, EPA, and/or

Federal or State of Arizona rules, regulations or other requirements, as each may apply.

d. The Contractor shall ensure all requirements contained in the Special Terms and Conditions of this

RFP shall be adhered to with regards to all safety apparel used by Contractor employees/staff, manual traffic directors, and traffic operations on roadways/thoroughfares.

e. The Contractor shall coordinate with the Meter Services Supervisor or designee for pickup of new meters and related equipment/materials and delivery of existing retired meters to the warehouse for disposal, parts needed for the installation of bypasses where required installation of endpoints (where applicable), and proper documentation of installation. Prices shall include all labor to perform these functions to successfully perform all services. Meters, registers (with inline connectors where required), and end points will be supplied by the city.

f. Prior to starting the site installation, the Contractor shall determine if additional plumbing work is required beyond the specified scope of the contract. If so, the installation shall be rescheduled, and the city shall be notified.

g. The Contractor will be responsible for any lost, stolen or damaged new meters provided by the city.

h. At no time shall the Contractor start an installation and then leave it unfinished unless prior city authorization provided.

i. The Contractor shall leave the installation site in a clean and neat condition, equal to, or better than, the condition of the site upon the Contractor's arrival.

j. Any non-standard installation found by the Contractor, including missing or tampered meters, or flagrant code violations observed by the Contractor shall be reported to the city.

k. Digital photographs

i. The city requires that digital photographs be taken before and after installation, which must have an accurate date and time stamp, and accessible to city staff.

SMALL WATER METER REPAIR AND REPLACEMENT

a. Definition: Water meters ranging in size from 5/8” to 2”.

b. The city will provide the following:

i. Meters

ii. Registers

iii. Gaskets

iv. Meter boxes and lids

v. Padlocks

vi. Lockable meter boxes

c. Water Meter Replacement Requirements

i. All meters will be replaced in accordance with the latest American Water Works Association

(AWWA) standards.

ii. The water meters to be replaced will be determined by city.

iii. The city will provide all equipment and new meters for replacement.

d. Water Meter Replacement Procedures

i. Contractor will notify customer of meter replacement a week prior (business days) via a door hanger. Language on door hanger must be city approved.

ii. Verify address and meter number to ensure they match to the service order provided.

iii. Advise customers of your presence.

iv. Inform customer of the short interruption to their water service that will occur for replacing the meter.

v. Prior to commencing each meter replacement at a customer's premises, the Contractor shall inspect existing water meter settings, service piping and shut off valves. If the Contractor determines that existing conditions are such that damage to the existing service piping or the resident's property would result, the city will be so notified, and the Contractor shall await the city’s decision on how to proceed and then proceed in accordance with that decision.

vi. Remove meter box lid along with any dirt and debris from inside the box.

vii. Shut off water supply to the meter.

viii. Remove old meter and protect all in-ground piping from contaminants.

ix. 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. Approved tags shall be provided for this purpose by the city.

x. Remove caps from new meter and put them on the old meter that was removed.

xi. Install new meter and endpoint.

xii. The Contractor shall replace all gaskets with new rubber gaskets when the meter is replaced. Any meters set improperly by the Contractor shall be reset correctly at the expense of the Contractor.

Any damage to couplings, threads, unions or meters by use of improper tools or cross-threading shall also be corrected by the Contractor, at Contractor’s expense.

xiii. After new meter is installed, open water supply very slowly to avoid causing any damage.

xiv. Open customer's hose bib to flush line and confirm meter is operating correctly

xv. Close customer's hose bib after flushing.

xvi. Confirm that there are no leaks.

xvii. Confirm that endpoint is properly communicating.

xviii. Advise customer that the work is complete and that their water has been turned back on.

xix. Restore the area around meter box and leave customer's yard as it was found.

xx. Complete the service order with the following information:

1. Old meter final reading

2. New meter number

3. New meter reading should be zero (0)

4. New or existing endpoint number

5. Date on Site:

6. Time on Site: From to (what time the employee arrives to conduct work, and what time the work ends)

7. On-site employee name(s).

8. Site observations

9. Photographs – before and after services performed.

e. Small Replacement and Installation Reporting (Real Time)

i. Completed service orders provided shall be returned daily. Any additional report formats available can be established with consultation with, and approval by the City. Contractor will be required to utilize software approved by the City to meet minimum requirements for data inventory and reporting. Mass meter exchange file shall be 100% QA/QC’d by contractor prior to submission to the city.

ii. The contractor shall immediately notify the appropriate city representative via telephone, or email in the event that any abnormal events occur. Emailed copies of reports may be requested by the city.

f. Small Meter Repair and Replacement/New Installation

i. Experimental equipment/methods are prohibited, unless first approved by the city. Using approved equipment and methods, all meters tested, repaired, and/or retrofitted shall be calibrated to be as near

100% accuracy as practical.

CONTRACTOR’S PERSONNEL AND VEHICLE IDENTIFICATION:

a. The Contractor and/or its employees will not solicit or accept any business from the customer. The recommendation of a particular plumber or company and/or the performance of work other than the meter installations are also prohibited.

b. Only Contractor’s workers who are technically competent and are of acceptable character and personality for work that involves unsupervised entry into individual residences will be hired. The

Contractor will only utilize employees who have successfully passed a background investigation.

c. The Contractor will provide the city with the names and any other information required by the city for these installation personnel.

d. Whenever the city notifies the Contractor in writing of any person whose work is; careless, disorderly, or otherwise unsatisfactory, that person shall be discharged from performing services under this contract.

e. The Contractor’s field personnel shall wear similar uniforms with the company logo and shall have on their person, displayed in a conspicuous manner, a picture identification badge. The picture ID shall have the Contractor’s name, employee name, title and signature, employee’s picture and employee ID number. Employees without proper uniforms and identification will not be permitted to work.

f. The Contractor’s employees should carry calling cards listing the Contractor’s name and telephone number. A calling card should be left, by the Contractor’s employee at every customer location where work has been performed. An emergency number shall also be listed that can be used by the customer, on weekends and after regular business hours.

g. The Contractor’s vehicles, including private vehicles used for the Contractor’s work, shall have the company logo and/or name prominently displayed on both sides of the vehicle.

PARKING AND TRAFFIC CONTROL

a. Contract will follow all City parking laws.

b. Safety - Contractor shall be responsible for all traffic control and safety on site of work.

c. Any and all work carried out on adjacent roadways and thoroughfares will use the appropriate traffic barricading as set forth in the City of Chandler TRAFFIC BARRICADE

MANUAL published by the Street Transportation Department as adopted by the City of

Chandler. Any and all pruning operations must comply with the safety standards set forth in

ANSI 133. All traffic control and lane closures shall be presented as a written plan to City of

Chandler Traffic Engineering (480-782-3454) of the Transportation Division.

d. Please reference Chapter 7, Section 7.6 of the City of Chandler Engineering and Design

Standards Manual for all temporary traffic control devices to be used during service line verification process. Manual is available here:

https://www.chandleraz.gov/sites/default/files/City-of-Chandler-Engineering-Design-

Standards-Manual.pdf

e. Non-compliance of any safety or related items within this Contract will result in a deficiency of performance deduction of a minimum of $100 from the city payment made to the Contractor.

INSPECTION

a. The city reserves the right to inspect any and all work either in progress or completed and if found unsatisfactory and/or in conflict with the provisions set forth in the Contract, hold back payment for work completed, provided however, that the Contractor has been given proper notification and allowed a sufficient amount of time to correct the aforementioned condition.

b. Improper installations.

i. Contractor shall be responsible for replacing any meter, MIU or appurtenances improperly set by its Installer. The Contractor shall correct any damage to couplings, threads, unions or meters by use of improper tools or cross threading by an Installer at Contractor’s expense.

c. Leaks after installation.

i. Contractor shall be responsible for correcting any leaks at the valves, couplings or service lines that could reasonably be attributed to the meter installation if reported by the city or customers within 30 days of installation.

CUSTOMER COMPLAINTS

a. Any complaints received by the city from property owners dissatisfied with the installation shall be corrected by the Contractor before payment is made. The decision by the city regarding the credibility of an owner’s complaint shall be final. The Contractor shall promptly correct any deficiencies, including but not limited to leaks that are a direct or indirect result of the installation when directed to do so by the city. It shall be presumed that any leaks in the vicinity of the water meter reported by the customer to either the city or the Contractor within

60 calendar days after completion of work at the customer’s property are the result of the work, unless a preexisting condition had been noted on the work order. The Contractor shall repair such leaks and correct all damages which occur during the five (5) day period at the

Contractor’s expense.

WARRANTY

a. Installation warranties.

i. All installation work, including materials used in the installation performed under this contract, shall be guaranteed against defects in workmanship for a period of one year.

Any installations that fail during this period shall be corrected at Contractor’s sole expense.

SALVAGE OF OLD METERS

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. 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. Approved tags shall be provided for this purpose by the installing Contractor. 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.

WEATHER – SUSPENSION OF WORK

In the event of inclement weather, the Contractor must obtain approval from the city prior to performing any work. The city reserves the right to suspend any or all work due to poor weather conditions or other extreme conditions. The city also reserves the right to authorize the delayed work to be performed at a later date, or the city’s Contract Representative may deem it more appropriate to omit the delayed work and resume the normal schedule. The Contractor shall not perform any suspended work without written authorization from the city.

MATERIALS AND/OR EQUIPMENT

Materials and/or equipment, furnished by the city will be delivered or made available to the Contractor when necessary. The Contractor will be held responsible for all materials and/or equipment accepted by them and will make good any shortages, deficiencies or damages that may occur after such acceptance.

PROJECT DATA AND DOCUMENTS

The Contractor shall be entitled to rely upon the accuracy of all data furnished by the city, which is or may be used by the Contractor in the provision of services under this Contract. The Contractor has the right to retain and use all data furnished, and all plans, designs, specifications and other work product created by the

Contractor during its provision of service under this Contract.

REQUEST FOR PROPOSAL PRICING AND INVOICING

a. Contractors shall complete the RFP pricing section and submit with their response. The unit prices indicated by the Contractor shall be inclusive of all services describe in this RFP, supervision, labor, equipment, insurance, vehicles, fuel, materials/products, consumables not provided by the city, travel, any and all administrative costs, tax, etc. No other fees or charges will be allowed.

b. Additionally, the city is requesting pricing for optional services/items that the city may or may not utilize as part of this RFP. These services/items will not be used in the evaluation of the RFP.

c. Invoices will be submitted bi-monthly and must include the itemize pay items with quantities used to calculate the invoice amounts. Invoices shall be accompanied with approved meter testing and repair reports for the period and specific meters being invoiced for. Upon receipt and approval of invoices and reports, payments will be made to the Contractor per the contract payment terms. The Contractor shall use the same pricing descriptions provided in the contract award notice.

EVALUATION CRITERIA

Qualifications and Experience 40%

• Provide a brief history of the company including number of years in business, primary business focus and number of years providing the services described in the Scope of Work

• Provide the qualifications of the company and its leadership relative to the services described in the Scope of Work

• Provide resumes or statements of qualifications for company leadership

• Provide 3 references relative to the services described in the Scope of Work. References should be from

Utilities comparable in size. Do not include the City of Chandler as a reference. Include e-mail address and other contact information.

• Provide resumes or statements of qualifications for all proposed key personnel. Identify the role of each individual and describe the reporting structure for oversight ensuring quality services

• Financial reports

Method of Approach 25%

• Provide a narrative that describes the approach to the Scope of Work including a project timeline, milestones, deliverables, personnel responsible for milestones and deliverables; number of hours each team member will expend in each phase of the project

a. City is looking at project timeline and schedule for field verification to be completed in 12 months from notice to proceed and for meter replacement completed by December 31, 2025, from notice to proceed with option to renew.

• Provide an overview of proposed solution’s functionality

• Provide an overview of proposed solution’s technical abilities

• Describe methodology for implementation of proposed solution including estimated timeframe, overview of deliverables, assumptions and assumed responsibilities of all parties

• Indicate any third parties, partners and/or subcontractors that will be used in the implementation of the proposed solution and what their specific roles and functions will be

• Describe the role of City staff and proposed staff for testing

• Give an overview of proposed training plan/strategy, specifying how and when training is to be delivered

• Describe the role of City staff and proposed staff for training including the design and implementation of the training plan, development of training materials and level of assistance with training

Price Proposal 35%

Complete the Price Proposal Page.

PRICING

The pricing table below is to price the service at various quantities. Pricing should include a total for building exterior inspection and meter box inspection (either tier 1 or tier 2) and documentation. Timing of completion and number of technicians will be part of the evaluation.

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.

LOT A

DESCRIPTION OF REQUIRED MATERIAL,

SERVICE OR

CONSTRUCTION

Estimated QTY

UOM (

UNIT PRICE (normal business hours)

Extended Price

(Estimated

Quantity x Unit

Price)

Estimated

Completion

(in weeks)

1.

Cost per Tier 1 inspection (number of inspections may be assigned based on number of awards)

21,000+

EA

2.

Cost per Tier 2 inspection (number of inspections may be assigned based on number of awards)

5000+ EA $______________

LOT B

DESCRIPTION OF REQUIRED

MATERIAL, SERVICE OR

QTY

UOM

UNIT PRICE

(normal business hours)

(in weeks)

3. 5/8-inch meter replacement 5,000 EA $______________

4. 3/4-inch meter replacement 500

EA $______________

5.

1 inch meter replacement

2,000

6.

1 ½ inch meter replacement

1,500 EA $______________

7.

2-inch meter replacement

1,000 EA $______________

*Quantities are estimates only and not promised.

LOT C

DESCRIPTION OF REQUIRED MATERIAL,

SERVICE OR

Estimated QTY

UOM

UNIT PRICE (normal business hours)

(in weeks)

1.

Cost per Tier 1 inspection (number of inspections may be assigned based on number of awards) + 5/8 inch meter replacement

5000+

EA

Cost per Tier 1 inspection (number of inspections may be assigned based on number of awards) + 3/4 inch meter replacement

500+ EA $______________

3.

inspections may be assigned based on number of awards) + 1 inch meter replacement

2000+ EA $______________

4.

inspections may be assigned based on number of awards) + 1 ½ inch meter replacement

1500+ EA $______________

of awards) + 2 inch meter replacement

1000+ of awards) + 5/8 inch meter replacement

5000+

7.

inspections may be assigned based on number of awards) + 3/4 inch meter replacement

500+

8.

inspections may be assigned based on number of awards) + 1 inch meter replacement

2000+ inspections may be assigned based on number of awards) + 1 ½ inch meter replacement

1500+ EA $______________

10.

inspections may be assigned based on number of awards) + 2 inch meter replacement

1000+ EA $______________

PRICING continued

ANY/ALL OTHER SERVICES AND PRICING OFFERED BY VENDOR

Description Unit Price

PROPOSAL QUESTIONNAIRE

Questionnaire responses and supporting documentation provided will be used to evaluate the proposal. In order to evaluate an Offeror’s overall experience and competence to perform the Scope of Work described herein, the city may rely on additional resources beyond the information provided.

Question Response

1.

Please provide the address of your local facility.

If you do not have a local facility, how do you intend to service the City of Chandler associated with this contract?

3.

Describe your company and its history.

4.

Please provide contact information for the account representative to be assigned to the City of Chandler contract, if awarded, -name, phone, cell phone and e-mail.

How many employees will be directly assigned to this effort? If the employees are currently employed, what training certifications do they hold. Include a copy of their training certification with your proposal response

Who will be the Project Manager for this effort and what licensing and certifications do they hold? Provide a copy of licenses, name, phone, cell phone, e-mail, and certifications with your response.

7.

Will all technicians assigned to the project hold at least an Arizona Department of Environmental Quality Grade I Water Distribution Operator certification?

Yes No

8.

Will you comply with the of all requirements for the specifications including, but not limited to, providing a cover letter certifying test results, and required documentation of all test reports.

9.

What test equipment and record equipment will you utilize;

what accuracy can the city expect?

10.

Please describe your method of approach to meet the requirements listed in the Specifications section of this RFP.

11.

What is your estimated timeline for completion of work based on a tentative award date of February 22, 2025 Field verification will take place between July 1st, 2025 thru June 30th, 2026. The field verifications must be completed within 12 months. However, sites that require both field verifications and meter replacements must be completed no later than December 31st, 2025.

12.

Do you intend to sub-contract any work associated with this project?

13.

Please describe recent similar work or projects you have completed. Provide any major obstacles or issues you have experienced with those projects.

14. What services will you provide as part of your inspection?

15.

Provide three (3) government references for which you have provided similar services from cities comparable in size.

Describe such similar services in the space provided.

Firm:

Contact:

Phone:

Similar Service:

Firm:

Contact:

Phone:

Similar Service:

Firm:

Contact:

Phone:

Similar Service:

16.

Do you agree to the Terms and Conditions of the RFP? Yes No If No, explain below:

17.

What additional resources do you plan to request from the city to meet the requirements of the Scope and Specifications of this

RFP?

18.

Do you agree with the Specification: Any damage caused by the Contractor to public or private property shall be corrected by repair or replacement by the Contractor, at the Contractor’s expense, to the satisfaction of the property owner and/or the city.

If No, explain below:

TECHNICIAN INFORMATION

Please use the following table to list the technicians that will be assigned to this effort. Provide applicable certifications for each technician.