Town of Vernonburg_RFP_2026_03_20_Water Meter.pdf

ON

'J

17t

Town of Vernonburg | P.O. Box 61512, Savannah, GA 31420 | (912) 376-9867 vernonburgclerk@outlook.com | www.vernonburg.gov

TOWN OF VERNONBURG

REQUEST FOR PROPOSALS

Water Meter Reading Services

CONTACT INFORMATION

Town of Vernonburg, Georgia

P.O. Box 61512 | Savannah, GA 31420

(912) 376-9867 | vernonburgclerk@outlook.com

I. Introduction

The Town of Vernonburg, Georgia, is seeking proposals from qualified firms or individuals to provide water meter reading services for nineteen (19) properties located within the municipality’s service area. This RFP outlines the requirements for performing bimonthly water meter readings, handling minor repairs and maintenance, and responding to emergency situations. The selected contractor will be expected to submit accurate data on a regular basis, ensure the integrity of the reading process, and support the municipality in maintaining efficient water usage records.

Additionally, the proposal should include a per-meter cost for future connections to the water system, as new properties may potentially be added to the service area during the term of the contract. The contractor must also include an hourly rate for addressing any meter repairs, maintenance, or emergency services that may arise.

II. Scope of Work

The selected contractor will be responsible for the following:

A. Meter Reading: Perform physical readings for nineteen (19) residential properties plus two (2) master meters located within the Town of Vernonburg on a bimonthly (every two months) basis using appropriate technology (manual).

B. Data Reporting: Provide a detailed report of the readings at the end of inspection. The report must include the following:

- Meter ID/Location

- Current Reading

- Date of Reading

- Any anomalies or issues encountered (e.g., leaks, damaged meters, accessibility issues)

C. Timeliness: Readings must be completed within the first five (5) business days of the month, and reports submitted no later than the seventh (7) business day of the month.

http://www.vernonburg.gov/

D. Accuracy and Accountability: Ensure the accuracy of all readings and handle any discrepancies or errors promptly. The contractor will be responsible for ensuring the integrity of the data and addressing any reporting issues.

E. Physical Condition of Meters: Inspect, troubleshoot, and report the condition of the meters.

The contractor should be able to make minor repairs such as:

- Replacing and repairing meter lids and boxes

- Replacing or repairing meter endpoints/antennas

- Identifying malfunctioning meters and performing necessary minor repairs

F. Repairs and Maintenance: The contractor will be responsible for making minor repairs to meters and their components as required, including:

- Installation of new water meters where meters have been pulled in the past

- Turning off and locking meters for nonpayment; reconnecting them once payment is made

- Handling emergency repairs such as broken/malfunctioning meters, and addressing leaks

G. Emergency Availability: The contractor must be available on an on-call basis to respond to emergency repairs or issues related to the water meters that arise outside of regular meter reading hours. Emergency response may include immediate repairs for broken meters, leaks, or other critical issues that impact water service. The contractor must provide a 24/7 emergency contact number and ensure rapid response times to minimize service disruption.

H. Customer Interactions and Follow-Up: The contractor will visit with customers or contractors regarding meter issues or high bills and issue door tags or messages as necessary.

I. Vehicle and Equipment Maintenance: The contractor will be responsible for providing their own vehicle and equipment to ensure reliable operation for meter reading, repairs, and emergency response.

J. Billing: The contractor shall be responsible for generating accurate monthly water usage data based on meter readings and providing this information to the Town’s accounting firm for invoice preparation.

III. Proposal Requirements

All interested parties must submit a proposal that includes the following:

A. Company Profile: A brief overview of the company or individual submitting the proposal, including any relevant experience in water meter reading, emergency response, minor repairs, and previous projects of similar scale and scope.

B. Approach and Methodology: A description of how the meter reading process will be conducted, including how the contractor plans to ensure accuracy and timeliness. Any technology or tools used for data collection and repairs should also be described.

C. Pricing Proposal: A detailed breakdown of costs, including but not limited to:

- Unit price per meter read, per meter for the current inventory of nineteen (19) residential meters and two (2) master meters. Pricing shall be stated on a per reading basis.

- Unit price per meter read, per meter for any additional meters installed during the contract term. This rate shall apply to all future residential or master meters added to the system and shall be stated on a per reading basis.

- Hourly rate for repair and maintenance services, including labor.

- Identify any additional fees, mobilization charges, reporting costs, or other expenses not included in the above unit pricing.

D. Emergency service availability: Pricing for emergency calls-out or urgent repairs outside of normal working hours (e.g., after hours, weekends, holidays)

E. Proof of Active Insurance: Provide proof of active insurance for the company, including:

- General liability insurance

- Worker’s compensation insurance (if applicable)

- Insurance coverage for emergency services (if applicable)

- Certificate of insurance with the municipality named as an additional insured party (if applicable)

F. Reference: At least one (1) reference from a prior client for whom similar meter reading or emergency services have been provided. Include client name, project description, and contact information.

IV. Compliance with Legal Requirements

By submitting a proposal, the applicant acknowledges that, if selected, they will be required to comply with the federal eVerify program to confirm employment eligibility for all personnel who will work on this contract. Additionally, the contractor must submit one of the following documents prior to the execution of the contract:

- Complete the necessary contractor’s affidavit as required by local and state regulations, or

- Provide proof of exemption from this requirement, along with a copy of the contractor's valid license (if applicable)

Failure to comply with these requirements may result in disqualification from the selection process or termination of the contract.

V. Evaluation Criteria

Proposals will be evaluated based on the following factors:

- Cost/pricing

- Relevant experience

- Ability to meet schedule and scope

- Reference or past performance

The municipality reserves the right to negotiate the terms of the contract with the selected contractor.

VI. Timeline

RFP Issued: Friday, March 20, 2026 Proposal Submission Deadline: Friday, April 10, 2026 Evaluation: Week of Monday, April 13 – Friday, April 17, 2026 Notification: Friday, April 17, 2026

VII. Submission Instructions

Please submit your proposal via email to vernonburgclerk@outlook.com to the address provided under Contact Information. All proposals must be received by 5:00 p.m. on Friday, April 10, 2026.

Late proposals will not be considered.

VIII. Questions

Any questions regarding this RFP should be directed to vernonburgclerk@outlook.com. All questions must be submitted by Friday, April 3, 2026, to ensure a response before the submission deadline.

IX. Terms and Conditions

The municipality reserves the right to reject any and all proposals. The municipality is not obligated to award a contract to the lowest bidder. The selected contractor will be required to enter into a formal agreement outlining the terms and conditions of the services. The municipality will not be liable for any costs incurred by the contractor in the preparation or submission of proposals. The initial contract will be for two years with an opton

X. Exhibits

Exhibit A: Sample Meter Read Report