REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0176

ONSITE TESTING AND REPAIR OF LARGE WATER

METERS

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON ST

PHOENIX, AZ

85003

RELEASE DATE: December 17, 2025

DEADLINE FOR QUESTIONS: January 9, 2026

RESPONSE DEADLINE: January 22, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0176

Onsite Testing and Repair of Large Water Meters

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

B - AR 2.313

C - Meter Service Report

D - S-001, Confined_Space

Request For Proposal - Goods and Services #RFP GGS-26-0176 Title: Onsite Testing and Repair of Large Water Meters

1. Introduction

1.1. Contact Information

Matthew Melnik

Water Services

Email: matthew.melnik@phoenix.gov

Phone: (602) 534-6879

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Matthew Melnik) at (602) 534-6879/Voice or 711/TTY, or matthew.melnik@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: December 17, 2025

Pre-Offer Conference (Non-Mandatory): January 7, 2026, 10:00am

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Written Inquiries Due Date: January 9, 2026, 5:00pm

Offer Due Date: January 22, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m1848194849f6b87e3963f1dbb58022dd https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m1848194849f6b87e3963f1dbb58022dd https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m1848194849f6b87e3963f1dbb58022dd mailto:23419032899@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Onsite Testing and Repair of Large Water Meters for a five-year contract commencing on or about May 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by

City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/220574/. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/220574 https://solicitations.phoenix.gov/

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/220574. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/220574 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/portal/phoenix/projects/220574 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/220574

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of five years years. The Offeror’s normal business activity during the past five years years will have been for providing the goods or services in this solicitation.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.25. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.26. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.27. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.28. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. BACKGROUND

The City of Phoenix Water Services Department (WSD) treats and distributes tap water to 1.5 million customers daily through over 465,000 metered accounts. Over 1,400 of those accounts are served by meters in sizes 3 inches and larger.

3.2. OBJECTIVE

The Contractor shall provide all labor, materials, equipment and supplies necessary for on-site inspection, repair, replacement, preventative maintenance, retrofitting, and testing services for large water meters and associated components in sizes 3 inches and larger as well as the removal of debris in all confined spaces where large meter assemblies are installed. All work completed on the meters will ensure continued high quality, reliable, and cost-effective water services that meet public needs and maintain public support.

3.3. CONTRACTS REQUIREMENTS

Water Meter Division will require onsite testing and repair of large water meters on an as needed basis or as requested by the City of Phoenix (City). The City will provide the most recent account information for all meters to be tested after award of contract.

A. When required or requested, the Contractor shall repair, replace (if determined necessary), and/or retrofit as necessary.

B. All moving parts, such as gears, bushings, discs, and pistons shall be cleaned and inspected for wear, and individual parts replaced if necessary, whenever a meter is repaired or retrofitted.

C. Meter assembly isolation valves will be exercised, inspected, repaired and replaced as needed.

D. Contractor is responsible for the care of the meter reading equipment and the electronic components to the meter.

E. Site Preparation:

1. The contractor shall conduct a site survey and determine if the meter can be located and is accessible, can be tested, requires test ports, requires repairs before testing, requires any special parts for testing or repairs, or requires implementing safety procedures.

2. Additionally, any site preparation before work has commenced shall be completed by the Contractor, including:

a. Pumping surface water or clearing debris/sediments from meter vaults.

b. Installing test nipple(s) when necessary, Contractor shall report site preparation notes in the report details. Site preparation notes shall also note any abnormalities (such as vault conditions, excessive water in vault, etc.) found at the meter site that requires the City’s attention.

F. Meter Testing Service:

1. The City will provide the Contractor with a prioritized list of meters that need to be tested, this list will be provided annually. The Contractor shall provide a monthly schedule to the City identifying when the meters will be tested.

2. For any work that cannot be completed by the scheduled date, the Contractor shall document the reason for the delay. The Contractor shall update the schedule and provide the explanation of delay and new schedule to the City.

3. Meter testing shall be conducted in accordance with the requirements of

American Water Works Association (AWWA) Manual M6, Chapter 5, and applicable ANSI/AWWA/WSD standards as revised for the type of meter tested.

4. Meter testing shall be performed in accordance to the following AWWA

Standards:

▪ C700 Cold-Water Meters – Displacement Type Metal Alloy Main Case

▪ C701 Cold-Water Meters – Turbine Type for Customer Service

▪ C702 Cold-Water Meters – Compound Type

▪ C703 Cold-Water Meters – Fire - Service Type

▪ C715 Cold-Water Meters – Electromagnetic and Ultrasonic type

5. As new AWWA standards are released the Contractor shall ensure that meters testing shall be conducted in accordance with the new standards.

6. If repairs are necessary, meter shall be tested/retested to ensure conformance to AWWA/WSD standards for repaired meters. Comparison testing shall not be performed.

7. Test flows shall range from the minimum test flow recommended by AWWA to the maximum obtainable through the test outlet and shall be spaced to provide data correlating with the manufacturer's representative curve. For a compound meter, in no event will the test flows be fewer than six (6) and at flow rates and quantity flows per each rate, as shown in following AWWA

Standards:

▪ C702 Cold-Water Meters – Compound Type

8. All flow rates shall be in accordance with AWWA Manual M6 and cover the full continuous operating range of the meter. These flow rates shall include but are not limited to the following:

▪ Maximum Flow Rate

▪ Intermediate Flow Rate

▪ Minimum Flow Rate at the meter rated capacity. At least one (1) flow test in the changeover range of flows (as applicable).

9. All meters shall be tagged and photographed after the required work has been performed, information collected from the testing must be sufficient to complete the Meter Testing Report.

G. Failed Meter Tests:

o The contractor shall perform repairs on all worn parts that may be causing the meter test to fail. The work performed must be documented and shall include but not limited to a brief description and photos of the repair, the time to complete the repair, and materials required for the repair. The city must approve all repairs that will exceed $300 prior to completion.

o If the meter cannot be repaired contractor must advise the City in writing of the issue.

H. Meter /Assembly Replacement:

o Replacement of large meters, valves and other meter assembly appurtenances as needed. Meters will be supplied by the City. Valves and other meter assembly appurtenances will be provided by the City when available.

I. City Furnished Parts:

1. The City will furnish the majority of necessary replacement meter parts.

Contractor shall request new parts from the WSD Special Field Operations, (SFO) Supervisor II or designee. The points of contact are:

• Supervisor II: (602) 262-4887

• Supervisor I: (602) 534-2302

• Supervisor I: (602) 534-2548

• Superintendent: (602) 261-8488

a. The City will supply the following: strainers, test plugs, check valves, gate valves, as well as other fittings necessary to complete the retrofit of existing installations. The City reserves the right to provide and/or replace individual component parts.

b. If the SFO is out of stock on a part or if a part is not a stocked item, the Contractor shall supply the replacement part. If this occurs, the

SFO shall be notified that Contractor parts were used.

2. Upon completion of the work, all unused City-provided parts shall be returned to the SFO.

3. If there are defective parts, the Contractor shall return those items to the

SFO.

4. All parts used shall be documented, the list shall include the meter address, meter number and replaced parts. If any non-city parts were used during service, then they shall be identified as such.

J. Reimbursement for Non-City Parts:

o When parts are not provided by the City, parts shall be provided at the

Contracts' cost and shall not be marked up on the invoice. The City reserves the right to require the Contractor to provide documentation that demonstrates that the parts are not invoiced as cost plus a markup.

K. Repair/Retrofit Service:

o Repair, and retrofit water meters and water meter assemblies, including all appurtenances (exclusive of parts cost), in accordance with AWWA service levels, the Scope of Work, and with the City's approval.

L. Isolation Valves Preventative Maintenance:

o Large meter assembly isolation valves to be exercised annually at the same time the meter is tested. Exercise and inspect all meter assembly isolation valves and other appurtenances for leaks. Report any defects to the SFO

Supervisor, along with a repair cost estimate.

M. Reimbursement for Non-City Parts:

o When parts are not provided by the City, parts shall be provided at the

Contractors’ cost and shall not be marked up on the invoice. The City reserves the right to require the Contractor to provide documentation that demonstrates that the parts are not invoiced as cost plus a markup.

3.4. DELIVERABLES

A. Meter Testing Service Report:

1. Contractor will be responsible for ensuring that all tests results for meter testing and repair/retrofit service to City assets are completed and provided to the City in an

Excel format and shall be approved by the City after contract award.

2. The report shall be submitted to the City by the 15th of the following month. i.e. The report for testing performed in August shall be provide in September by the 15th.

3. The report shall contain the following information for each meter tested:

a. location of meter

b. make, model, size, meter number, serial#

c. dates of when work was performed

d. method of test

e. accuracy of meter before and after testing

f. accuracy of meter after repairs

g. all necessary repairs that were performed

h. start and finish time for all repairs

i. an itemized list of parts that were required, if applicable

j. include the test results and percentages per flow rate in accordance with AWWA standards and indicate if the meter has:

• passed and no repairs are needed

• failed and repairs recommended

• failed and replacement recommended

k. The photos of the repairs shall be submitted with the Meter Testing Service

Report.

B. Database/Portal:

1. Contractor shall have an online database/portal for the storage of test results, photos, and other data captured through testing, repair. The test results shall be uploaded in tabular (Microsoft Excel) format. Contractor shall provide access to City staff to review or download this data.

C. Preventative Maintenance Check List:

1. Contractor shall provide a check list of all items to be addressed during the preventive maintenance.

D. Monthly Schedule:

1. Provide a monthly detailed schedule identifying which meters will be tested during the next month. The schedule shall be submitted no later than the 25th of the prior month.

3.5. SAFETY

A. Confined Space Entry:

1. Services performed under this agreement may require Contractor personnel to enter confined spaces. Contractor will be required to furnish equipment for confined space entry and must comply with OSHA regulation 1910.146 or most recent regulation and

WSD’s Confined Space Policy, S-001, Attachment D.

2. Contractor shall have a written Confined Space Entry Program that meets all

Federal, State and local regulations and will be required to submit a copy of this program to the City.

3. The Contractor shall permit only trained and authorized personnel to enter confined spaces.

4. Contractor shall provide a copy of its Confined Space Entry program.

B. Personal Protective Equipment:

1. Contractor employees shall, at all times, wear OSHA-compliant PPE and comply with the City’s policy on Personal Protective Equipment (PPE), A.R. 2.313, Attachment

B.

C. Heat Mitigation and Protection:

1. Contractor must comply with the City’s heat-related illness/deaths Policy as described in the Standard Terms and Conditions, Section 5, paragraph 23.

3.6. CREW REQUIREMENTS

A. The Contractor shall furnish crews sufficient in number and size to complete the scope of work in the designated time. The contractor shall furnish a minimum of two 2-man crews to perform the work. Under no circumstance shall the crew size be less than two.

B. Contactor shall provide each crew member’s previous experience, including training and certifications, as part of the proposal submission.

C. The Contractor’s employees who work on the contract shall possess photo identification and have it on their person at all times.

3.7. STANDARDS

Testing for water meters shall be done in accordance with AWWA service levels, and the scope of work.

A. Testing Accuracy:

o Contractor shall test meters at the number of rates in each section of the meter per original equipment manufacturer’s recommendations. Contractor shall be required to provide proof of test meter accuracy as well as success of the method employed.

Experimental equipment and methods as well as comparative testing are prohibited, unless first approved by the City. Using approved equipment and methods, all meters tested, repaired, and/or retrofitted shall to be as near 100% accuracy as practical.

B. Response Time:

1. Standard calls - response is required within eight hours.

2. Emergency calls - response is required within two hours during normal working hours and within four hours during off hours and holidays.

3. Normal work hours are Monday - Friday, 7:00am until 6:00pm.

3.8. NOTIFICATION OF NON-PERFORMANCE

If a meter scheduled for test, repair, and/or retrofitting does not have at least inlet/outlet valves, or conditions are such that the Contractor is unable to perform the required work, the Contractor shall notify the City in writing. The reports must detail the reasons that work could not be performed and must recommend changes, to be made by the City to allow for completion of work at a later date. If the Contractor is unable to perform the services outlined in the scope due to the absence of inlet/outlet valves or other conditions beyond the Contractor’s control, the only fee the City may be invoiced for is a trip charge.

3.9. QUALITY OF CONTROL

A. Water Control:

o Contractor shall provide proper water control to direct the flow of water used in testing away from the roadway and from pedestrian traffic. Contractor is responsible for the removal of standing water in pit areas where meters are to be tested, repaired, and or retrofitted. If Contractor must disrupt the water supply to the customer to complete required services, the Contractor must notify the City. The

Contractor will be responsible for notifying the property owner of record and tenant prior to disruption of service.

B. Temporary Disruption of Water Service:

o If Contractor must disrupt the water supply to the customer to complete required services, the Contractor must notify the City. The Contractor will be responsible for notifying the property owner of record and tenant prior to disruption of service.

C. Coordination of Shut Down:

o Contractor will be responsible to coordinate the shut down at the water main if necessary, with City of Phoenix Water Distribution Department at (602) 261-8000.

D. Property Damage:

1. Damage to any property, City or privately owned, during the testing process that is the result of negligence by the Contractor shall be repaired within 10 business days at the Contractor’s expense and to the satisfaction of the City. The City may withhold payment to the Contractor until such damage is repaired to the satisfaction of the

City. The City may use withheld monies to hire a Contractor for corrective work should the Contractor fail to make the necessary repairs or fail to act within 30 days of being notified of said damage.

2. The Contractor shall provide a suitable water course to direct the flow of water being expended in the testing of the water meter to have a minimal impact upon the environment, private property, roadway, and pedestrian traffic. Any damage caused by discharge of water are the responsibility of the Contractor.

3.10. ACCEPTANCE CRITERIA

A. All services specified herein (i.e. repair, retrofit, assembly inspection, and testing) shall be subject to inspection by an authorized representative of the City's WSD SFO, for workmanship, proper functioning, and conformance to all requirements of this specification.

B. Should deficiencies be found, Contractor shall make necessary corrections then resubmit to SFO for re-inspection and acceptance, at no additional expense or obligation to the City. The City reserves the right to inspect either work-in progress or completed work.

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Capacity Points Based 500 (50% of Total)

2. Method of Approach Points Based 360 (36% of Total)

3. Price Schedule Points Based 140 (14% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal…