BL017_24 INV.pdf

BL017-24 PAGE 1

January 10, 2024

INVITATION TO BID

BL017-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the Replacement of Water Meters, 2” and Smaller on an Annual Contract for the Department of Water Resources.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Company Name. Bids will be received until 2:50 P.M. local time on February 02, 2024 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. Apparent bid results will be available the following business day on our website www.gwinnettcounty.com.

A WebEx Pre-Bid Meeting is scheduled for 10:00 A.M. on January 18, 2024. To access, dial 1-408-418-9388, enter Access code 2335 191 7127. All interested parties are urged to attend. The pre-bid conference is to be utilized by contractors and subcontractors to ask any questions in order to submit a bid for this project.

Questions regarding bids should be directed to Brittany Bryant, CPPB, Purchasing Associate III, at Brittany.Bryant@GwinnettCounty.com or by calling 770-822-7759, no later than 3:00 P.M. on January 23, 2024. Bids are legal and binding upon the vendor when submitted. All bids should be submitted in duplicate.

Successful contractors will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the contractor(s) submitting the lowest responsive and responsible bid. Gwinnett County reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest responsive, responsible vendor(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Brittany Bryant, CPPB Purchasing Associate III http://www.gwinnettcounty.com/ mailto:Brittany.Bryant@GwinnettCounty.com http://www.gwinnettcounty.com/

BL017-24 PAGE 2

BID CHECKLIST

These items should be submitted at the time of bid opening.

ITEM

DESCRIPTION PAGES #

Check Box if Included

1 BID SCHEDULE 15-16 ☐

2 REFERENCES 18-19 ☐

3 LIST OF SUB-CONTRACTORS 20 ☐

4 CONTRACTOR AFFIDAVIT AND AGREEMENT 21 ☐

5 CODE OF ETHICS AFFIDAVIT 22 ☐

BL017-24 PAGE 3

REPLACEMENT OF WATER METERS 2” AND SMALLER ON AN ANNUAL CONTRACT

I. GENERAL SPECIFICATIONS

A. Bidding Requirements

1. Gwinnett County requests a minimum of three (3) verifiable references that establish that bidding firm has successfully performed a similar scope wherein they were performing as the prime or lead firm with responsibility for the management and performance of the work. Bids will be considered only from experienced and well-equipped contractors engaged in work of this type and magnitude. List similar work successfully completed within the last ten years, giving the location, size, and rate of installation maintained throughout the project. The bidder shall specify the portion of the work undertaken by their firm. The bidder shall be required to document to the satisfaction of Gwinnett County DWR that they have the capacity to provide services, equipment, and adequately trained staff necessary to perform the work at a rate of approximately 300 meters replaced per week.

2. The Contractor, as well as all sub-contractors utilized by the Contractor, must be properly licensed in the State of Georgia.

3. Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

4. Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

B. General Notes

1. Unless otherwise specified, all work will be done in accordance with the Georgia Department of Transportation Standard Specifications - Construction of Roads and Bridges – latest edition and all supplements thereto.

2. All meter replacements are to be performed in compliance with the drawings and specifications booklet entitled, “Water System Design and Construction Standards for Development Projects, Latest Revision”. Specification booklet may be obtained from the Gwinnett County Government website.https://www.gwinnettcounty.com/static/departments/water/pdf/Water-Sewer- Standards-Current.pdf

Contractor shall be required to comply with Gwinnett County Standards for Backflow Prevention as set out in “Gwinnett County Department of Water Resources Backflow Prevention”, which is available from the Department of Water Resources, and on the County website at:

https://www.gwinnettcounty.com/static/departments/water/pdf/Backflow-Prevention-Manual- Current.pdf https://www.gwinnettcounty.com/static/departments/water/pdf/Water-Sewer-Standards-Current.pdf https://www.gwinnettcounty.com/static/departments/water/pdf/Water-Sewer-Standards-Current.pdf https://www.gwinnettcounty.com/static/departments/water/pdf/Backflow-Prevention-Manual-Current.pdf https://www.gwinnettcounty.com/static/departments/water/pdf/Backflow-Prevention-Manual-Current.pdf

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3. Potential bidders must demonstrate that trained, responsible personnel will be used for this contract. Employees shall have training, (specifically pertaining to the replacement of ¾”-2” water meters). It is expected that actual field experience will have been part of the training. Contractor and its employees must be trained and follow all OSHA guidelines and requirements pertaining to confined space entry.

4. Payment for traffic control shall be included as part of the line item for meter replacement, must be all-inclusive, and shall not be an individual line item. Contractor shall be required to have certified flagmen to support such requirements. Traffic control shall include the preparation of any necessary plans and acquisition of permits. The flow of traffic will be maintained at all times during construction by permitting at least one lane of traffic to move through the construction site.

5. Gwinnett County reserves the right to perform any work using in-house forces where deemed advantageous.

6. It will be the Contractor’s responsibility to be aware of the dig law in Georgia and follow the procedure as outlined by the Georgia Utility Facility Protection Act (GUFPA).

II. CONTRACT SPECIFICATIONS

A. Scope of Work The Contractor shall provide, under an annual contract, all labor, tools, traffic control and equipment for the replacement of 2” and smaller residential and commercial water meters, water meter boxes, and ancillary connections or appurtenances. The work shall include, but not be limited to: GPS of meter locations, replacement of existing meters and boxes, changing laying length, replacing curb-stops if needed and adjusting or raising meters or meter boxes as may be required to comply with applicable Gwinnett County Standards. The contractor shall also identify the material type of the County side service line as well as the customer side service line and shall include this information in their monthly deliverable. This work shall be considered as “all inclusive” to the meter replacement.

No additional payment will be made for this service. Gwinnett County Department of Water Resources (Gwinnett County DWR) will provide a listing of specific meters to be replaced and reserves the right to prioritize work. The Contract will be an "open end" type to provide the level of service required by the County as needed. The Contractor shall have personnel that can be contacted Monday through Friday 7:00 to 4:00 daily to answer any questions from the Manager relating to work orders, location of where staff is working, when work orders will be worked and when landscaping will be completed. The contractor shall have personnel available after hours in case County needs to contact them for emergency repairs. The contractor will provide an appropriate staff of employees, including supervisory personnel, for the efficient operation of the services hereunder. By submitting a Bid, the contractor represents that all its employees, agents, and suppliers who perform services under this contract shall be qualified and competent to perform such services.

The public should be able to easily identify contractor employees. The successful contractor shall provide the field crew uniforms and picture identification badges which shall be worn at all times when work under this contract is being performed. All trucks should be marked with the contractor’s name and contact number.

The contractor shall be very sensitive and supportive to customers and respect their property while conducting the work.

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B. Materials:

The County will furnish: curb stops, water meters, meter boxes, meter box lids, marking paint and other manufactured fittings and appurtenances for the replacement of existing water meters.

Wherever the bid document makes references to “County-furnished materials”, it will include only the items specified in this section. The Contractor will be required to furnish all labor, tools, equipment, traffic control and all other materials necessary to complete the work, including fill dirt, crusher run, gravel, cold/hot patch mix, concrete, grass seed, pine/wheat straw, sod, pine bark, and landscaping other materials.

Materials furnished by the County must be picked up by the Contractor at the warehouse, currently located at 684 Winder Highway, Lawrenceville, Georgia 30045. All material withdrawals must be approved by the Contract Manager and must be scheduled at least three business days in advance with warehouse personnel. Withdrawals “on demand” will not be allowed unless authorized by Contract Manager.

No modifications to, or substitutions of, County supplied materials shall be allowed to be installed without the specific approval of the County Contract Manager. Approval of any modifications or substitutions at one location may not be assumed by the Contractor to apply to other locations. The Contractor shall be solely responsible for any additional costs arising from such modifications.

C. Return of Used and Unused Materials

All used brass fittings and any remaining unused copper shall be returned to Gwinnett County Department of Water Resources on a regular basis or as requested from the County Contract Manager.

Any unused components issued to the Contractor by the County warehouse must be returned to the warehouse in good condition, ready for use as intended. Damaged, fouled or otherwise unusable materials or components shall be replaced by the County at the Contractor’s expense. New inventory will not be given out until all unused parts are returned for recycling.

Salvaged meters shall also be returned to the Gwinnett County Department of Water Resources on a regular basis. As a standard operating procedure, salvaged meters shall be returned every time the successful contractor picks up material from the Warehouse or as requested from the County Contract Manager. If needed, Warehouse personnel can provide the successful contractor with empty barrels to return the salvaged meters in. Contractor can exchange filled barrels for empty barrels upon each return of salvaged meters.

D. Damages

All plumbing that is damaged by the Contractor or their associates shall be repaired by the Contractor at the Contractor’s expense. This includes, but is not limited to, customer’s broken service lines within 10 feet of the meter box, customer’s broken irrigation lines, damaged sprinkler heads, customer’s plumbing issues, stopped up PRV valves, backflow preventers or damaged hot water heaters, etc. up to 90 days from the date that the work is performed.

E. Concrete Sidewalks/Driveways:

All sidewalks needing repair, from replacement of meters, shall be replaced in sections from existing joint to joint. Driveways will be replaced to the first expansion joint. All concrete and road cut repairs must be completed prior to submission of invoices. All replacements shall meet or exceed existing conditions and comply with all Gwinnett County Development Specifications.

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Note: Contractor shall inspect concrete driveways and walkways prior to commencing work to determine if there are pre-existing cracks or damage. If damage is visible, Contractor shall take photographs to document conditions.

When replacing and/or constructing a concrete driveway, the existing driveway shall be cut with a concrete saw, and 1/2 inch preformed joint material, full depth, used at the joint between the new and existing concrete. Joint material shall also be placed between the curb and driveway if applicable or along any joint where new concrete will abut existing concrete. All concrete used to construct the various items shall have a minimum compressive strength of 3000 psi at 28 days. Form offsets at radius points shall be at least 12 inches to avoid slivers of concrete that may be easily broken off.

Curing of all concrete shall be in accordance with the Georgia Department of Transportation Standard Specifications – latest edition. Curing shall be considered incidental to the construction, and no additional payment will be made.

The unit prices for concrete and asphalt replacement must include the off- site disposal of all removed and/or excavated materials at the time of excavation. Piling debris on the street and the right-of-way is not acceptable. The removal and disposal of all other miscellaneous concrete (catch basin tops, etc.) will be considered incidental to the particular pay item being constructed. The section of pavement / concrete to be installed by the Contractor shall match the section removed and shall comply with GDOT standards.

F. Road Cuts All road cuts must have prior approval from the Gwinnett County Contract Manager. All road cut repairs must be completed prior to submission of invoices.

Trench repair made in roadway shall conform to Georgia D.O.T. Specifications. Backfill of trenches in roads shall be of Type II and placed in layers not more than 6” in depth and shall be compacted to a minimum 95% density up to the bottom elevation of the road base. Asphalt paving shall conform to GDOT standards and be compacted level with existing road to provide a smooth transition. In the event the road cut fails, the contractor shall be required to compact and repair defective road cuts at their own expense. Any claim of damage to private vehicles due to a defective road cut shall be the responsibility of the Contractor to resolve.

At no time will it be acceptable to leave the job site with an open trench without temporarily repairing the cut. The cut must be left with compacted material and crusher run. Then the final paving shall be made within 7 to 10 days of original cut. No payment will be made until all roadway restoration work is complete.

G. Landscaping

All landscaping must be completed prior to submission of invoices. Yards shall be hand raked smoothly upon completion of repairs, so there are no lumps, chunks of dirt, roots or rocks. The excavation area shall be restored to its original condition to match the previous contour and the site must be free of all debris. Only after the site is level shall the Contractor apply seed and straw. If the lawn is not Fescue, contractor still needs to rake the soil level and remove any clumps of clay or stones. The contractor will restore all landscaping to its original condition and customer satisfaction, to include buying all grass seed, sod, wheat/pine straw and pine bark as needed. It will be the Contractor’s sole responsibility to supply material and labor for repairing damages to all types of improvements, mailboxes, mailbox posts, domestic water, or irrigation systems if damaged either directly or indirectly by the Contractor.

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When the landscaping crew installs replacement sections of sod, such sections shall be placed as to not allow a gap more than ½” between the existing grass edges and the new sod. All replacement sections of sod shall be rectangular in shape and shall not be applied as plugs to fill small irregular shaped areas. All landscaping typical for site restoration in residential and commercial areas including but not limited to: surface preparation, sod, seed, mulch, pine bark, and straw shall be included in the unit rates provided and shall NOT be billed separately. Removal of unique landscape items (i.e. trees, shrubs, brick mail boxes, walkways, cobblestone and stamped concrete driveways, etc.) will require prior authorization from the Contract Manager. If approval is not obtained prior to removal, the Contractor will assume all responsibility for the replacement of such items.

Compensation for exceptional landscaping requirements, if agreed in advance by the County as necessary or appropriate, will be compensated to the Contractor at a maximum of cost plus 10%, and shall be limited to the additional products and materials pre-approved. Approval of additional landscaping fees shall be on a case-by-case basis and shall not be extended by the Contractor to other locations or set a precedent for future claims.

The awarded Contractor shall provide all services necessary to remove or subcontract the removal of any necessary trees or shrubs. The contractor shall affix orange flagging tape to those suspect trees or shrubs, and prior to removal of such trees or shrubs; the Contract Manager must first obtain homeowner approval.

H. Subcontractors

The Contractor will be allowed to utilize subcontractors for work under this contract. Approval of a subcontractor by the County shall not in any manner relieve the Contractor for their sole responsibility for the quality and adequacy of work. Any work performed by the subcontractor’s crews will be the Contractor’s responsibility as if performed by their own crews. Subcontractors must utilize vehicles that display the Company Name and contact number. Employees of the subcontractor shall wear field crew uniforms and picture identification badges. The addition of a subcontractor after the bid shall require County approval. Any increase in Contractor’s costs due to the addition of a subcontractor after the bid shall not be cause for increased costs to the County.

I. Worksites

The County will not assume responsibility for removal/disposal of debris or spoil generated by Contractor from worksites. The contractor shall be required to clean up mud and dirt from all repair sites, leaving sites in their original condition.

J. Contact

The Contractor shall provide a contact person in their office at all times during the business hours who is familiar with the on-going and up-coming work assignments and capable of answering questions that may arise. The Contractor’s field-contact person will have a cell phone and will be available to Gwinnett County’s Contract Manager at all times during normal business hours. The contractor must also provide an emergency after-hours contact person and number.

K. Repairs by the County:

If faulty installation and/or faulty landscaping by the Contractor is repaired by the County and is found to be the Contractor’s responsibility, the costs of the repair shall be charged to the Contractor on the subsequent bill. A detailed explanation shall be attached to each deduction.

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L. Contractor Level of Performance:

It is anticipated that meter replacements performed under this contract should proceed at a rate of approximately 300 meters/week, but this rate of installation is not guaranteed. The Contractor shall be required to be able to perform at this level throughout the duration of the contract using properly trained crews and appropriate equipment. Requests by the Contractor to exceed this level of installation must be approved by the Contract Manager in advance. Approval for exceeding the 300 meter/week installation rate shall be on a case-by-case basis and shall not be extended to other installation efforts nor set a precedent for future requests. The Contractor shall not base their bid on installation rates greater than 300 meters/week. Failure of the Contractor to perform according to the requirements of this bid and within the times as stipulated will constitute a default of contract.

Default of contract will be grounds for termination of contract.. Additional remedies include:

Contractor’s performance would be reviewed by the Gwinnett County Purchasing Policy and Review Committee; documentation of Contractor’s performance would be placed in the Vendor Performance File; and Contractor may be placed on Gwinnett County’s Ineligible Source List.

Gwinnett County Department of Water Resources reserves the right to hire another Contractor to reduce any backlog that may occur. The Contractor will pay any additional costs incurred if backlog is the fault of the awarded contractor.

M. Normal Hours of Work:

The Gwinnett County Department of Water Resources normal business hours are 7 a.m. to 4 p.m.

(Monday through Friday). All work must be performed during these business hours. Exceptions to these hours [including Holidays, Saturdays and Sundays] must have prior approval by Gwinnett County DWR. Water meter replacements may require work to be performed after normal working hours, and on weekends. It will be the Contractor’s responsibility to schedule this work with the customer and notify the Contract Manager.

For the purposes of this bid, the following applies:

• Normal Business Hours will be defined as Monday through Friday, 7:00 a.m. to 4:00 p.m.

• Weekend Hours will be defined as 4:00 p.m. Friday to 7:00 a.m. Monday.

• Holiday Hours will be defined and recognized as New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day.

No additional payment shall be made for work performed outside normal hours unless specifically requested by Gwinnett County DWR. Work performed outside normal hours at the request of the Contractor shall be considered as the Contractor’s convenience. Emergency repairs shall be defined as Work identified by Gwinnett County DWR requiring immediate mobilization (within 1 hour), completion of repairs (within 4 hours), of the Contractor’s crew to a location, regardless of the time of service. Emergency repairs required to address faulty Work previously installed by the Contractor shall be the sole responsibility of the Contractor and shall not be compensated.

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III. REPLACEMENT OF EXISTING WATER METERS PROCEDURES

A. Water Meter Replacement:

The selected bidder will provide complete water meter change out services to support water service distribution, meter reading and billing services. Meter replacements performed by the Contractor under this contract are to be complete, fully functional, and ready to be set into service with all applicable and appropriate connections and appurtenances and in accordance with Gwinnett County standards. Every month a meter reading route will be provided by the County. The Contractor will schedule their efforts appropriately to ensure that meter replacements do not conflict with the billing schedule. Any maps provided by the County shall be in electronic format. The contractor shall be responsible for printing copies for their own use.

Gwinnett County DWR will select and prioritize water meters to be addressed under this contract. The Gwinnett County Department of Water Resources requires electronic submission of meter replacement work orders. The work orders will be sent to the contractor via a CSV (comma separated value) file and the completed work will need to be submitted to Gwinnett County DWR in the same file format. The contractor should be able to receive and send the files through Gwinnett County DWR FTP (File transfer protocol) site. The appropriate credentials will be provided to access the site in a secure manner. The outbound and inbound file templates are included in the invitation after the bid schedule. In addition to the electronic work orders, the pictures of the meter replacement site need to be uploaded to the Gwinnett County DWR FTP site.

The outbound file (Gwinnett County DWR -> Contractor) includes the following information.

1. Installation Number – Unique ID in the Gwinnett County DWR ERP system to identify the type of installation at a property.

2. Installation Text – Specifies the type of Installation like Water, Irrigation etc.

3. Meter Number – Existing meter ID.

4. Meter Size – Existing meter Size in Inches.

5. Meter Read – Most recent meter read of the existing meter.

6. Location – Property address of the replacement work order.

7. Work order Date – Date when replacement work order is sent to contractor.

8. Installed Date – Original Installed date of the existing meter if available.

9. Location Notes – Additional location information of the existing meter if available.

10. Read Sequence – Meter reading read sequence.

The Contractor shall replace water meters as instructed. A sample database will be uploaded to the Gwinnett County FTP site.

Upon assignment of the specific meters to be addressed, the Contractor shall prepare and submit a schedule for the undertaking of the Work. The schedule must be approved by the Contract Manager and shall be binding upon the Contractor. The Contractor will be required to send a daily email to notify Gwinnett County DWR of where crews will be replacing meters.

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The successful contractor will be responsible for notifying the citizen/customer of the proposed water meter replacement. The Contractor will post signs in the sub-division to notify residents of the work being performed two weeks prior to start date. The contractor will knock on doors before work is to begin to let customers know that service will be interrupted temporarily. If the customer is not home, the contractor will leave a door hanger letting the customer know what took place and the proper person to contact if they should have a water quality problem. County also reserves the right to assign work that may be outside of normal meter reading route that may involve work on nights and weekends. Night and weekend work must be pre-approved by Gwinnett County DWR Contract Manager. Work performed under this contract is to be all inclusive, resulting in water meter replacements complete and ready to be set into service, and complying with applicable Gwinnett County standards.

B. Flushing Of Line:

The contractor shall locate the hose bib nearest the front of the house and place a block beneath its discharge point to prevent soil erosion. The hose bib valve shall be fully opened by the installer then the house control valve will be slowly opened and taken to a full open position with full discharge of water at the hose bib. The flushing process shall continue until water clears and any entrapped air has a chance to evacuate the line. This should take 15 to 30 seconds, depending on line size and proximity of hose bib to meter site. Once the flushing is complete, the hose bib can be shut down.

The initial reading of the replacement (new) meter and meter serial number shall be recorded after the water service has been reestablished, verified, and flushing is complete to ensure that the meter is properly installed and functioning.

Gwinnett County DWR recommends following a specific process with every meter replacement. This process will ensure that the customer’s water service has been restored and the customer’s service line has been properly flushed as required. Prior to turning the water off in preparation for the meter replacement, open the front outside water spigot. If there is not a water spigot on the front of the house, use a spigot on the side of the house. The purpose of opening the spigot prior to the meter replacement is that once the replacement is completed, the last thing the contractor should do is turn the spigot off. This will ensure that a resident is not left without water service once the contractor has left the jobsite, while also ensuring that the customer’s service line has been properly flushed.

C. Meter Box Conditions

When work is complete, all locations shall have a sturdy meter box, with a box lid that fits securely. If the curb stops or meter connectors appear to be fragile or broken, the Contractor shall replace them at the time of meter change out. All meter boxes shall be cleared of dirt and/or debris, creating a flat, level base to a distance of 1” below the water meter bottom case. Any meter boxes that are crushed, broken, lid does not fit properly, or are not flush with the ground shall be replaced by the Contractor.

Photo-documentation of the damaged meter boxes prior to beginning the replacement activities shall be required to submit for payment. Contractor shall use due care in the undertaking of the work.

Meter boxes damaged by the Contractor shall be replaced at the expense of the Contractor.

D. Installation defects:

If it is determined that any leaks or defects within 10 feet of meter reported by the customer to either the Contractor or Gwinnett County DWR within 90 calendar days after replacement of meter are the result of the replacement efforts, the Contractor will be required to repair the damage at no additional cost. This will not apply to leaks or other pre-existing conditions noted by the Contractor during the replacement. Contractor shall notify the Contract Manager of existing leaks at meters before the contractor proceeds with the replacement.

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E. Emergency Contact:

Any defective replacements, if deemed to be of emergency nature by Gwinnett County DWR, shall be investigated and corrected by the Contractor within four (4) hours of notification. Contractor must provide a reliable means for contact and shall have staff available for emergency work 24 hours per day, seven (7) days a week, including holidays, should the need arise.

F. Problem Accounts:

Individual accounts that for some reason cannot have the water meter replaced must be identified as such and reported to Gwinnett County DWR. Gwinnett County DWR will determine the proper action to take for the meter to be replaced.

G. Safety:

The contractor shall be responsible for contacting the Utilities Protection Center at least 72 hours before beginning any excavation.

The County requires that the Contractor be trained and certified. The Contractor’s and subcontractors’ employees will be trained to identify unsafe conditions and will follow all necessary safety procedures to protect themselves, County staff, and the general public. Contractor shall ensure that necessary personnel are present to properly support safe operations and that appropriate equipment is available.

The Contractor will follow all traffic safety rules and ordinances. Contractor’s personnel responsible for traffic control shall be appropriately trained, certified, and equipped.

H. Daily Report:

Sample file will be uploaded to the Gwinnett County FTP site. The Inbound file (Contractor -> Gwinnett County DWR) should include the following information.

1. Installation Number – Unique ID in the Gwinnett County DWR ERP system to identify the type of installation at a property.

2. Installed Date – Actual date when the new meter was replaced.

3. Old Meter Number - The old meter number that was replaced.

4. Old Meter Reading – The meter reading of the old meter.

5. New Meter Number - The new meter number at the property.

6. Copper Used – Yes or No to specify copper line was used earlier.

7. Meter Location Note

I. Photographs

The contractor shall provide a minimum of three photographs for each meter replacement.

Photographs shall be clear and sufficiently detailed to document conditions prior to and following the work to include site restoration. More than one photo for each condition is to be provided if required to provide detailed documentation of conditions. Additional photos shall be provided for any landscaping, improvements, concrete or paving which may be impacted by the work. Failure of the Contractor to provide such photo-documentation shall be sufficient grounds for the County to refuse payment requests from the Contractor for additional fees associated with restoration efforts.

Photographs shall be labeled such that they identify the site specifically using the following format:

Specifications for uploading pictures:

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1. Pictures of the meter replacement should be uploaded to Gwinnett County DWR FTP site along with completed work order file.

2. The filename of the pictures should contain only the new meter number.

3. The file type should be JPG and high resolution.

4. Multiple pictures can be uploaded for the same meter with a number sequence followed at the end.

a. Ex – 16283839-001

b. Ex – 16283839-002

c. Ex – 16283839-003

J. Payment Submittal

The following information will be recorded at the time of meter replacement. The information will be provided by the Contractor on an Excel spreadsheet and provided to the Contract Manager as payment requests are submitted.

1. Meter reading, serial number, and address of removed meter.

2. Meter reading, serial number, and address of installed meter.

3. Time and date of replacement.

4. Pipe type and pipe size (County side).

5. Condition of the existing Meter box and whether a new meter box was installed.

6. Installation notes.

7. The report shall include a brief explanation if replacement(s) could not be completed due to circumstances beyond the Contractor’s control.

Submittals will be made as follows: The Contractor will submit a monthly deliverable. Replacements will be inspected before payment is made. Any and all replacements failing to pass inspection will not be paid until corrections have been made and another inspection has been completed.

IV. MEASUREMENT AND PAYMENT

Explanation of BID SCHEDULE:

The contract will be an "Open-End" type to provide for the requirements of Gwinnett County on an "as-ordered" basis. The quantities of Work given for Unit Price Items in the Bid Form are approximate and are assumed solely for comparison of the bids. The quantities listed on the Bid Form may be increased, decreased or eliminated as necessary to satisfy the needs of the County. The rate of approximately 300 meters/week is not guaranteed to be assigned by the County. Since quantities and rate are not guaranteed to be accurate statements or estimates of quantities of Work that are to be performed under the Contract, any departure, therefore will not be accepted as grounds for adjusting the Unit Rate provided in the Bid, any claim for damages, for extension of time, or for loss of profits regardless of the quantities actually installed.

It is the intent of these bid documents to procure complete works, fully functional and in compliance with county standards and specifications. Unit rates provided by the contractor shall be all-inclusive to achieve this end result. It is not the intent of these documents to provide a complete and full description of the methods and materials necessary to achieve the end result. The omission from these documents of standard procedures or materials normally used in the implementation of the work shall not relieve the successful bidder from the performance of those requirements nor be cause for claims for additional compensation unless specifically identified in the bid. This project will likely require significant administration and coordination. The contractor shall consider such needs as appropriate to the effort and shall include these costs in the unit rates provided in the bid form. No separate payment shall be

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made for the administrative requirements of the contractor or direct costs associated with the management, implementation, or documentation of the project.

Unit pricing should include all related costs to that particular item and should be shown as two (2) decimal points (Example: $2.53 – not $2.531) and must be all-inclusive.

Items 1-8, Replace meters (size varies)

Work performed under this line item includes providing all labor, materials, tools, traffic control and equipment necessary for removing and replacing an existing meter– complete and ready to be set into service. County-provided materials are detailed above. Change in “lay-length” will be common as meter size and types differ and shall not justify modification of unit price. Dirt and debris removal from meter box will be a common occurrence and shall be considered as integral to the work. Project management, customer notification and coordination, traffic control, site restoration, erosion control, flushing, meter box cleaning, and disposal of any debris or wastes generated by the work shall be included in the unit price. No additional payment shall be made for work performed outside of normal working hours unless authorized in advance by Gwinnett County DWR. Payment shall be made at the unit rate bid per each meter assigned by Gwinnett County DWR and replaced by the Contractor in compliance with Gwinnett County standards.

Provide a rate for each category of work performed outside regular business hours at the request of Gwinnett County DWR. After-hours work shall be pre-approved by the Gwinnett County DWR Contract Manager.

Items 9-10, Meter Box Replacement – (Residential / Commercial/Industrial) Work performed under these line items shall include provision of all labor, tools, traffic control, and equipment for the replacement of an existing meter box. The unit rate bid shall include disposal of all waste materials generated by the replacement. Photo-documentation of the existing Meter box condition prior to undertaking any work shall be required. Boxes damaged by the Contractor shall be replaced at the expense of the Contractor. Payment shall be made at the unit rate bid per each meter box assigned by the County and installed by the Contractor in compliance with Gwinnett County DWR standards.

Item 11, Concrete Replacement Work performed under this line item shall include provision of all labor, tools, traffic control, equipment, and materials for the cutting, demolition, removal, disposal, and replacement of concrete surfaces at meter replacement sites. The limits of replacement shall be approved by Gwinnett County DWR prior to undertaking the work. Any concrete replacement undertaken without prior County approval shall be compensated at a maximum of 2.5-SY. The concrete section installed shall be equivalent to the section removed and shall comply with current DOT standards. Curing of the concrete shall be included in the unit rate provided. Payment shall be made at the unit rate bid per square yard (SY) approved by the County and installed by the Contractor in compliance with DOT and Gwinnett County DWR standards.

Item 12, Asphalt Replacement Work performed under this line item shall include provision of all labor, tools, traffic control, equipment, and materials for the cutting, demolition, removal, disposal, and replacement of asphaltic surfaces at meter replacement sites. The limits of replacement shall be approved by Gwinnett County DWR prior to undertaking the work. Any asphalt replacement undertaken without prior County approval shall be compensated at a maximum of 2.5-SY. Pavement section installed shall be equivalent to the section removed and shall comply with current DOT standards. Payment shall be

BL017-24 PAGE 14

made at the unit rate bid per square yard (SY) approved by the County and installed by the Contractor in compliance with DOT and Gwinnett County DWR standards.

Item 13, Repair Crew Hourly Rate for Pre-Authorized County Directed Services The work performed under this line item shall include work assigned by the County which does not comply with the services identified under the other line items set out in this bid. Payment under this Line Item shall require the written preauthorization of the County as to the type of Work, and hourly limits to be undertaken. Performance of Work under this line item without receiving preauthorization shall not be considered for compensation.

BL017-24 PAGE 15

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT IN REJECTION OF BID.

BID SCHEDULE

ITEM

Description

APPROX

ANNUAL

QTY

UNIT

PRICE

TOTAL

PRICE

1. 3/4” Meter 15,000 EA $ $

2. 3/4” Meter- After Hours 10 EA $ $

3. 1” Meter 150 EA $ $

4. 1” Meter- After Hours 1 EA $ $

5. 1-1/2” Meter 100 EA $ $

6. 1-1/2” Meter- After Hours 1 EA $ $

7. 2” Meter 100 EA $ $

8. 2” Meter- After Hours 1 EA $ $

9. Meter Box Replacement-Residential 500 EA $ $

10.

Meter Box Replacement- Commercial/ Industrial

35 EA $ $

11. Concrete Replacement 50 SY $ $

12. Asphalt Replacement 50 SY $ $

13.

Repair Crew Hourly Rate for Pre- Authorized County Directed Services

50 HR $ $

TOTAL $

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive and the bid will not be considered for award. Contract to begin on May 08, 2024 or upon award.

Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods. If a percentage increase/decrease is a part of the renewal options, please note this in the space provided together with an explanation.

Renewal Option 1: % Increase % Decrease Explanation

Renewal Option 2: % Increase % Decrease Explanation

Renewal Option 3: % Increase % Decrease Explanation

Renewal Option 4: % Increase % Decrease Explanation

BL017-24 PAGE 16

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID MAY RESULT IN REJECTION OF BID.

BID SCHEDULE CONTINUED

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

Certification Of Non-Collusion in Quote Preparation Signature Date

The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on each:

Addendum No. Date Addendum No. Date

In compliance with the attached specifications and O.C.G.A. §36-91-50, the undersigned offers and agrees, if this bid is accepted by the Board of Commissioners within sixty (60) days of the date of bid opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the fee schedule. By submission of this bid, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to vendors.

Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal)

Gwinnett County Vendor Number _____________________ Telephone Number

Address Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Printed Name

E-mail address

Emergency After-Hours Contact: _____________________________________________________________________

Telephone Number: __________________________________________________________________________________

BL017-24 PAGE 17

Outbound File Example

Inbound File Example

BL017-24 PAGE 18

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID DOCUMENT MAY RESULT IN REJECTION OF BID.

REFERENCES

Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has been completed by your Firm under its current name. It is the responsibility of the Bidder to assure that the contact information provided is current and the Contact person is willing / able to discuss the details of the Work performed. Indicate the role, responsibilities, and number / size of valves addressed under the Work performed by your firm, not the overall project, if these values differ. Note that there are minimum performance criteria set out in this Bid Request in addition to showing three previous projects and ensure that sufficient detail is given in the project descriptions of your references to document that your firm’s experience meets these minimum criteria. Additional references may be provided if necessary to meet the minimum past experience criteria. Do not submit a project list in lieu of this form.

If the Contact provided is not a direct representative of the client, specify the nature of the relationship between the Contact and the Project cited, and the basis of their knowledge for this reference.

1. NAME OF REFERENCE

ROLE (PRIME OR LEAD)

BRIEF DESCRIPTION OF RESPONSIBILITIES & PROJECT DETAILS MEETING SIMILAR SIZE & SCOPE

CONTRACT AMOUNT $

CONTRACT DATES: BEGIN END

CONTACT PERSON TELEPHONE

E-MAIL ADDRESS

2. NAME OF REFERENCE

COMPANY NAME

BL017-24 PAGE 19

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID DOCUMENT MAY RESULT IN REJECTION OF BID.

REFERENCES

(CONTINUED)

3. NAME OF REFERENCE

BL017-24 PAGE 20

GWINNETT COUNTY, GEORGIA

LIST OF SUBCONTRACTORS

I do , do not , propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors:

NAME AND ADDRESS

TYPE OF WORK

BL017-24 PAGE 21

Solicitation Name & No.: BL017-24, Replacement of Water Meters, 2” and Smaller on an Annual Contract

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration Reform

Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

For Gwinnett County Use Only:

Document ID #________________

Issue Date: ___________________

Initials: ______________________

BL017-24 PAGE 22

Bid # & Description: BL017-24, Replacement of Water Meters, 2” and Smaller on an Annual Contract

CODE OF ETHICS AFFIDAVIT

PLEASE RETURN THIS FORM COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED

PRIOR TO EVALUATION.

In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the…