Addendum No. 1 26131-JT.pdf

This is Addendum No. 1 to Request for Proposal 26131-JT issued by the City of Suffolk, Virginia, Department of Public Utilities for meter reading services. The City seeks a qualified contractor to provide monthly meter reading services for approximately 30,000 water meters across its service area, including approximately 16,500 manual read meters and 13,500 touch read meters with separate pricing required for each type. Service delivery consists of six daily routes operated Monday through Friday for approximately 18 work days per month, with individual routes containing 250 to 400 meters each. The contractor must maintain the City's 28- to 32-day billing cycle and commence service within 30 days of contract award. The contract term runs from August 1, 2026, through July 31, 2027, with provisions for automatic renewal for up to four additional one-year periods through July 31, 2031. Proposals were due electronically to proposals@suffolkva.us by 3:00 p.m. on May 12, 2026. No bidders' conference or mandatory site visit was scheduled for this procurement.

The contractor is responsible for all equipment, uniforms, training, transportation, and supervision. Required qualifications include a minimum of three years' experience in contract meter reading and three client references with at least one year of experience with the vendor; contractor employees must possess valid driver's licenses, pass criminal background checks and drug screening, and wear standardized uniforms with identification badges. Evaluation criteria weight experience and capabilities at 25 percent, quality of service and references at 25 percent, price at 30 percent, and proposal quality and completeness at 20 percent. Penalties are assessed for backreads ($10 per instance plus $10 per day for incomplete reads) and miss-reads ($10 penalty with no payment for the initial reading). The contractor bears full responsibility for all damage claims to customer property, and the City reserves the right to require exclusion of incompetent or unsuitable employees. No set-aside designations, restrictions on bidder types, disadvantaged enterprise requirements, or incumbent vendor information were indicated in the procurement materials. The specific award value or budget range was not disclosed.