RFP_26-04_-_Attachment_A,_Cost.xlsx

This is a Cost Sheet Attachment for an RFP issued by the City of Bartow, Florida for Utility Meter Reading Services covering electric and water utilities. The City seeks a vendor to conduct monthly meter readings for approximately 24,500 customers across the City's Utilities Service Areas (BUSA), with meter quantities increasing from 24,500 reads in Year 1 to 25,000 reads in Year 3. The proposal deadline is 2:00 p.m. EDT on December 30, 2025, with evaluation committee review scheduled for January 7-21, 2026 and potential City Commission award to follow. The initial contract term is three years with potential annual renewals upon mutual agreement and negotiated price adjustments thereafter.

The cost sheet establishes the bidding framework based on a unit price per meter read multiplied by the monthly quantity of reads, with annual costs calculated by multiplying the monthly cost by twelve months. Vendors must provide pricing for each contract year separately, accounting for the increasing monthly quantities. An annual rate adjustment percentage should be specified for any renewal period beyond the initial three years, calculated by applying the stated percentage to the Year 3 unit price per read. The evaluation criteria allocate only 10 points to cost considerations, with the majority of points weighted toward organizational resources (15 points), experience and expertise (30 points), project approach (25 points), and performance surveys (10 points). The contract includes financial penalties for underread meters ($5.00 per meter over three per 1,000 reads), meter reading errors ($5.00-$15.00 per error), late completion ($100.00 per day), and unresolved customer complaints ($25.00 per incident), and requires a $20,000 performance bond and specific insurance coverage including $1,000,000 in commercial general liability and commercial automobile liability.