HomeMy WebLinkAboutContract 54956 SERVICES AGREEMENT CSC No. 54956
This SERVICES AGREEMENT("Agreement")is trade and entered into by and between the CITY OF FORT WORTH
(the"City"), a home rule municipal corporation situated in portions of Tarrant,Parker,Denton, and Wise Counties, Texas,
as executed by Dana Burghdoff,its duly authorized Assistant City Manager,and Vanguard Utility Service,Inc,dba VUS
Inc. ("Vendor"), a Corporation, as executed by Robert Shelton, its duly authorized Chief Financial Officer, each
individually referred to as a"party"and collectively referred to as the"parties."
CONTRACT DOCUMENTS:
The Contract documents shall include the following:
1. This Agreement
2. Exhibit A: Scope of Services Specifications and Requirements
3. Exhibit B: Price Schedule
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes.In the event of any
conflict between the documents,the terms and conditions of this Services Agreement shall control.
1. SCOPE OF SERVICES.
Vendor hereby agrees to provide the City with Large Meter Services for the City of Fort Worth.Attached
hereto and incorporated for all purposes incident to this Agreement is Exhibit"A," Scope of Services and Equipment
List to be provided.
Vendor warrants that it will exercise reasonable skill,care and diligence in the performance of its services and will
carry out its responsibilities in accordance with customarily accepted practices and applicable laws.
2. TERM.
This Agreement shall begin on the date of complete execution("Effective Date") and shall expire on a year from
the Effective Date,unless terminated earlier in accordance with this Agreement("Initial Term"). City shall have the option,
in its sole discretion, to renew this Agreement under the same terms and conditions, for up to four (4) one-year renewal
options,at City's sole discretion.
3. COMPENSATION.
The City shall pay Vendor in accordance with the fee schedule of Vendor personnel who perform services under
this Agreement in accordance with the provisions of this Agreement and Exhibit "B," Price Schedule. Total payment
made under this Agreement shall not exceed Ninety Eight Thousand Eight Hundred Dollars ($ 98,800.04).."Vendor
shall not perform any additional services or bill for expenses incurred for City not specified by this Agreement unless City
requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses
of Vendor not specified by this Agreement unless City first approves such expense in writing.
4. TERMINATION.
4.1. Written Notice.
The City or Vendor may terminate this Agreement at any time and for any reason by providing the other
party with 30 days written notice of termination.
4.2 Non-appropriation of Funds.
In the event no funds or insufficient funds are appropriated by the City in any fiscal period for any payments
due hereunder, City will notify Vendor of such occurrence and this Agreement shall terminate on the last day of
the fiscal period for which appropriations were received without penalty or expense to the ty of any kind
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
whatsoever, except as to the portions of the payments herein agreed upon for which funds shall have been
appropriated.
4.3 Duties and Obligations of the Parties.
In the event that this Agreement is terminated prior to the Expiration Date, the City shall pay Vendor for
services actually rendered up to the effective date of termination and Vendor shall continue to provide the City
with services requested by the City and in accordance with this Agreement up to the effective date of termination.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
Vendor hereby warrants to the City that Vendor has made full disclosure in writing of any existing conflicts of
interest related to Vendor's services under this Agreement.In the event that any conflicts of interest arise after the Effective
Date of this Agreement, Vendor hereby agrees promptly to make full disclosure to the City in writing upon its first
knowledge of such conflict. Vendor, for itself and its officers, agents and employees, further agrees that it shall treat all
information provided to it by the City as confidential and shall not disclose any such information to a third party without
the prior written approval of the City, except to the extent that such disclosure is required by applicable law or court order
and then only after prior notice to and consultation with the City. Vendor shall store and maintain City Information in a
secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in
any way. Vendor shall notify the City promptly if the security or integrity of any City information has been compromised
or is believed to have been compromised.
6. RIGHT TO AUDIT.
Vendor agrees that the City shall,until the expiration of three(3)years after final payment under this Agreement,
have access to and the right to examine at reasonable times any directly pertinent books, documents,papers and records of
the Vendor involving transactions relating to this Agreement at no additional cost to the City. Vendor agrees that the City
shall have access during normal working hours to all necessary Vendor facilities and shall be provided adequate and
appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give
Vendor at least five(5) business days' advance notice of intended audits.
Vendor further agrees to include in all its subcontractor agreements hereunder a provision to the effect that the
subcontractor agrees that the City shall, until expiration of three (3) years after final payment of the subcontract, have
access to and the right to examine at reasonable times any directly pertinent books, documents,papers and records of such
subcontractor involving transactions related to the subcontract, and further that City shall have access during normal
working hours to all subcontractor facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended
audits.
The audit rights conferred by this section shall not permit the City to access records related to the pricing of
fixed-price.,pr lump sum amounts,the build-up of agreed rates or unit prices,or Vendor's estimating records.
7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Vendor shall operate as an independent contractor as to all rights and
privileges granted herein, and not as agent, representative or employee of the City. Subject to and in accordance with the
conditions and provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, contractors
and subcontractors. Vendor acknowledges that the doctrine of respondent superior shall not apply as between the City, its
officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants, contractors and
subcontractors. Vendor further agrees that nothing herein shall be construed as the creation of a partnership or joint
enterprise between City and Vendor.
8. LIABILITY AND INDEMNIFICATION.
VENDOR SHALL RELEASE, DEFEND, INDEMNIFY AND HOLD HARMLESS CITY AND ITS
OFFICERS, AGENTS AND EMPLOYEES FROM AND AGAINST ALL DAMAGES, CLAIMS, LOSSES,
DEMANDS, SUITS, JUDGMENTS AND COSTS, INCLUDING REASONABLE ATTORNEY'S FEES AND
EXPENSES,FOR PERSONAL INJURIES(INCLUDING DEATH)AND THIRD-PARTY PROPERTY DAMAGE
TO THE EXTENT CAUSED BY THE NEGLIGENT ACT OR OMISSION OF VENDOR, ITS OFFICERS,
AGENTS, EMPLOYEES, OR SUBCONTRACTORS IN THE PERFORMANCE OF SERVICES UNDER THIS
AGREEMENT.THE VENDOR SHALL NOT BE OBLIGATED OR LIABLE TO THE CITY FOR ANY CLAIM
ARISING IN CONNECTION WITH THIS AGREEMENT EXCEPT ITS OWN NEGLIGENCE THAT IS THE
FAULT OF THE VENDOR, AND/OR ITS AGENTS, EMPLOYEES, OR SUBCONTRACTORS, OR OTHERS
FOR WHOM VENDOR IS LEGALLY RESPONSIBLE.
NOTWITHSTANDING THE FOREGOING, VENDOR AGREES, TO THE FULLEST EXTENT
PERMITTED BY LAW,TO INDEMNIFY AND HOLD HARMLESS CITY AND ITS OFFICERS,AGENTS AND
EMPLOYEES AGAINST COSTS,DAMAGES,OR LOSSES,INCLUDING REASONABLE ATTORNEYS'FEES
AND EXPENSES, RESULTING FROM CLAIMS BY THIRD PARTIES FOR PERSONAL INJURIES
(INCLUDITIG DEATH) OR PROPERTY DAMAGE TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS
OR OMISSIONS OF VENDOR, ITS OFFICERS, AGENTS, EMPLOYEES, OR SUBCONTRACTORS IN THE
PERFORMANCE OF THESE SERVICES UNDER THIS AGREEMENT. VENDOR SHALL NOT BE
OBLIGATED TO DEFEND OR INDEMNIFY CITY AND ITS OFFICERS, AGENTS AND EMPLOYEES FOR
THEIR RESPECTIVE NEGLIGENCE OR WILLFUL MISCONDUCT.
9. ASSIGNMENT AND SUBCONTRACTING.
Vendor shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the
prior written consent of the City.If the City grants consent to an assignment,the assignee shall execute a written agreement
with the City and the Vendor under which the assignee agrees to be bound by the duties and obligations of Vendor under
this Agreement, and Vendor shall have no further liability or obligations under the assigned portion of the Agreement. If
the City grants consent to a subcontract, the Vendor shall require such subcontractor to execute a written agreement with
the Vendor referencing this Agreement and requiring subcontractor to be bound by duties and obligations substantially
similar to those of the Vendor under this Agreement as such duties and obligations may apply to the subcontractor's scope
of services. The Vendor shall provide the City with a fully executed copy of any such subcontract upon request, with any
financial and proprietary information redacted.
10. INSURANCE.
Vendor shall provide the City with certificate(s)of insurance documenting policies of the following coverage limits
that are to be in effect prior to commencement of any services pursuant to this Agreement: i
10.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$2,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by the Vendor, its employees,agents,representatives in the
course of the providing services under this Agreement. "Any vehicle"shall be any vehicle owned,
hired and non-owned.
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease-per each employee
$500,000 Disease-policy limit
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This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent with statutory benefits
outlined in the Texas workers' Compensation Act(Art. 8308—1.01 et seq.,Tex.Rev.Civ. Stat.)andpolicy
limits for Employers'Liability of$100,000 each accident/occurrence,$500,000 bodily injury disease policy
limit and$100,000 per disease per employee.
(d) Professional Liability(Errors & Omissions)
$1,000,000 Each Claim Limit
$1,000,000 Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the Commercial
General Liability (CGL) policy, or a separate policy specific to Professional E&O. Either is
acceptable if coverage meets all other requirements. Coverage shall be claims-made, and
maintained for the duration of the contractual agreement and for two (2) years following
completion of services provided. An annual certificate of insurance shall be submitted to the City
to evidence coverage.
10.2 Certificates.
Certificates of Insurance evidencing that the Vendor has obtained all required insurance shall be
delivered to the City prior to Vendor proceeding with any services pursuant to this Agreement.All policies
except Workers' Compensation and Professional Liability shall be endorsed to name the City as an
additional insured thereon, as its :interests may appear. All policies except Professional Liability and
Employer's Liability shall contain a Waiver of Subrogation for the benefit of the City of Fort Worth.The
term City shall include its employees, officers, officials, agent, and volunteers in respect to the contracted
services.Any failure on the part of the City to request required insurance documentation shall not constitute ,
a waiver of the insurance requirement.A minimum of thirty(30) days' notice of cancellation of coverage
shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of
premium. Such terms shall be endorsed onto Vendor's insurance policies.Notice shall be sent to the Risk
Manager, City of Fort Worth, 200 Texas St.,Fort Worth,Texas 76102,with copies to the City Attorney at
the same address.
10.3 Waiver of Subrogation for Property Insurance.
The City and Vendor waive all rights against each other and their officers, officials, directors,
agents, or employees for damage covered by builder's risk insurance during and after the completion of
Vendor's services. If the services result in a construction phase related to the project, a provision similar
to this shall be incorporated into all construction contracts entered into by the City, and all construction
contractors shall be required to provide waivers of subrogation in favor of the City and Vendor for damage
or liability covered by any construction contractor's policy of property insurance, including builder's risk
provided by such contractor, if applicable.
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11. COMPLIANCE WITH LAWS, ORDINANCES,RULES AND REGULATIONS.
Vendor agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations.If the
City notifies Vendor of any violation of such laws, ordinances,rules or regulations,Vendor shall promptly desist from and
correct the violation.
12. NON-DISCR NlRNATION COVENANT.
Vendor, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the
consideration herein, agrees that in the performance of Vendor's duties and obligations hereunder, it shall not discriminate
in the treatment or employment of any individual or group of individuals on any basis prohibited by law.
13. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been
delivered when(1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by
facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail,
registered,return receipt requested, addressed as follows:
To The CITY: To VENDOR:
City of Fort Worth Vanguard Utility Service, Inc. dba VUS Inc.
Attn: Chris Harder,Water Director Attn: Robert Shelton, Chief Financial Officer
200 Texas Street 1421 West 9' Street
Fort Worth TX 76102-6311 Owensboro,KY 42301
Facsimile: (817)392-8654 Facsimile: (270) 926-6393
A. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, the City does not waive or surrender any of its
governmental powers.
15. NO WAIVER.
The failure of the City or Vendor to insist upon the performance of any term or provision of this Agreement or to
exercise any right granted herein shall not constitute a waiver of the City's or Vendor's respective right to insist upon
appropriate performance or to assert any such right on any future occasion.
16. GOVERNING LAW/VENUE.
This Agreement shall be construed in accordance with the internal laws of the State of Texas. If any action,whether
real or asserted,at law or in equity,is brought on the basis of this Agreement,venue for such action shall he in state courts
located in Tarrant County,Texas or the United States District Court for the Northern District of Texas,Fort Worth Division.
17. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and
enforceability of the remaining provisions shall not in any way be affected or impaired.
18. FORCE MAJEURE.
The City and Vendor shall exercise their best efforts to meet their respective duties and obligations as set forth in
this Agreement,but shall not be held liable for any delay or omission in performance due to force majeure or other causes
beyond their reasonable control (force majeure), including, but not limited to, compliance with any government law,
ordinance or regulation, acts of God,acts of the public enemy,fires,strikes, lockouts,natural disasters,wars,riots,material
or labor restrictions by any governmental authority,transportation problems and/or any other similar causes.
19. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a part of this
Agreement.
20. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the
normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be
employed in the interpretation of this Agreement or exhibits hereto.
21. AMENDMENTS/MODIFICATIONS I EXTENSIONS.
No extension, modification or amendment of this Agreement shall be binding upon a party hereto unless such
extension, modification, or amendment is set forth in a written instrument, which is executed by an authorized
representative and delivered on behalf of such party.
22. ENTIRETY OF AGREEMENT.
This Agreement contains all of the covenants, statements, representations and promises agreed to by the parties.
To the extent of any conflict, this Agreement supersedes the terms, conditions, and representations set forth in the City's
Request for Proposals,Vendor's Proposal and revised cost. No agent of either party has authority to make, and the parties
shall not be bound by,nor liable for, any covenant, statement,representation or promise not set forth herein. The parties
may amend this Agreement only by a written amendment executed by both parties.
23. SIGNATURE AUTHORITY.
The person signing this agreement hereby warrants that he/she has the legal authority to execute this agreement on
behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or
other authorization of the entity.The other party is fully entitled to rely on this warranty and representation in entering into
this Agreement.
24. PROHIBITION ON CONTRACTING WITH COMPANIES THAT BOYCOTT ISRAEL
Contractor acknowledges that in accordance with Chapter 2270 of the Texas Government Code, the City is
prohibited from entering into a contract with a company for goods or services unless the contract contains a written
verification from the company that it: (1) does not boycott Israel; and(2)will not boycott Israel during the term of the
contract. The terms"boycott Israel"and"company"shall have the meanings ascribed to those terms in Section 808.001
of the Texas Government Code. By signing this contract, Contractor certifies that Contractor's signature provides
written verification to the City that Contractor: (1)does not boycott Israel; and(2)will not boycott Israel during
the term of the contract.
[SIGNATURE PAGE FOLLOWS]
IN WITNESS WHEREOF, the parties have executed this Agreement on the date as indicated by the City Secretary
below.
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
0G1YIG1 BUf' �/ responsible for the monitoring and administration
GIk7 0� of this contract, including ensuring all performance
By. Dana Burghdoff ec 1,202016:42 CST) and reporting requirements.
Name: Dana Burghdoff
Title: Assistant City Manager
Date: By: Horn Beltq6n for EcFgar Garcia(Nov 12,2020 09:11 CST)
Name: Edgar Garcia
APPROVAL RECOMMENDED: Title: Water Systems Superintendent
Ok APPROVED AS TO FORM AND LEGALITY:
Chris Harder(Nov 16,202016:47 CST)
By: GGtr4tsi R.
Name: Chris Harder, P.E.
Title: Water Director By: Christa R.Lopez-Reynold (Dec 1,2020 :23 CST)
Name: Christa R. Lopez-Reynolds
ATTEST: Title: Senior Assistant City Attorney
/0/--�0l7G1LD� C7017G2f CONTRACT AUTHORIZATION:
for Ronald P.Gonzales(Dec 2 2020 13:19 CST) M&C: NIA
By: Date Approved:
,d4an�n�
Name: Mary Kayser apF FORT�aa 2020-688535
Title: City Secretary a�o°°° °°�'Da� Form 1295 Certification No.:
Date: duo
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PROVIDER:
Vanguard Utility Service, Inc. dba VUS Inc.
KB : o ert Shelton
Chief Financial Officer
Date:
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
EXHIBIT A
SCOPE OF SERVICES
1.0 PURPOSE
1.1 The City of Fort Worth, hereinafter referred to as the City, is soliciting proposals in response to this
Request for Proposal(RFP) for experienced and qualified water meter installation firm to complete the
exchange of water meters one and one half(1.5) inches and above, where old water meters currently
reside.
2.0 PROVIDED BY THE CITY
2.1 Work schedule provided electronically in normal route/cycle order to allow seamless flow of work with
no stoppages other than designated holidays and weather days.
2.2 Electronic work schedule to include all pertinent customer data, i.e. location/address, old meter serial
number, customer name, etc.
2.3 Written task orders for specific quantities by item and work schedule.
2.4 Advance notice to customers informing them of impending meter exchange.
2.5 Appropriate inventory location for new and used material to be safely stored and for contractor
personnel to have access to during working hours.
2.6 All materials for the standard exchange of water meters shall be provided by the City either through
this contract or another source at the City's discretion.
2.7 AMI equipment and training will be provided by City.
3.0 STANDARD INSTALLATION
3.1 The following description is the standard installation for the City:
3.1.1 Installation for meters sizes one and one half(1.5)inches and above only.
3.1.2 Meter sizes between one and one half(1.5) and two (2)inches,that are in an accessible large
... ater meter box. a
3.1.3 Meter size one and one half(1.5)inches and above are installed with flanged couplings on both
sides of the meter allowing for easy removal and installation of the meter.
3.1.4 Meter sizes three(3) inches and above,that are in an accessible water meter vaults.
3.1.5 There is adequate room within the meter box/vault for the contractor to easily work around and
remove meters.
3.1.6 Meter box/vault may be filled with debris and/or water, must be removed by the contractor in
order to access necessary components.
3.1.7 All meter vaults entries must comply with Occupational Safety and Health Administration
(OSHA) Regulations.
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4.0 WATER METER EXCHANGE_(1.5" and 2" Only)
4.1 For standard installations as described above,it shall be the responsibility of the contractor to complete
the following work:
4.1.1 Safely remove the meter box lid and verify meter number
4.1.2 Customer must be notified prior to beginning of meter exchanges.
4.1.3 Turn the meter valve off.
4.1.4 Record the final reading from old meter.
4.1.5 Remove old meter.
4.1.6 Flush any debris from the line.
4.1.7 Install new meter, gaskets and any other required appurtenances to ensure proper fit.
4.1.8 Open the downstream connection to flush air and debris from customer's line.
4.1.9 Turn the valve on.
4.1.10 Verify the new meter is operating properly.
4.1.11 Turn the downstream connection off after air and debris have cleared.
4.1.12 Record the new meter serial number and initial reading.
4.1.13 Drill meter box lid and install smart point radio antenna.
4.1.14 Pair meter to smartpoint radio antenna using city issued handheld programmer.
4.1.15 Document smartpoint radio antenna,register and meter and report back daily.
4.1.16 When a meter exchange is completed,all components within the meter box shall be in working
order with no leaking and operating as designed.Meter box shall be free of debris or trash.
4.1.17 Place back the meter box lid.
4.1.18 Meter box lid shall fit securely, and without presenting any danger to pedestrians.
4.1.19 When a meter exchange is completed,the contractor shall leave the premises in a clean manner,
as to which it was found,with no tools,trash,large dirt piles, or other debris on the customer's
property or within the meter box.
5.0 WATER METER EXCHANGE (Y and above)
5.1 For standard installations as described above,it shall be the responsibility of the contractor to complete
the following work:
5.1.1 Safely open the meter vault cover and verify meter number. (3"and above).
5.1.2 Customer must be notified prior to beginning of meter exchanges.
5.1.3 A working by-pass must be employed during the exchange process.
5.1.4 Open by-pass.
5.1.5 Turn the meter valve off.
5.1.6 Record the final reading from old meter.
5.1.7 Remove old meter.
5.1.8 Remove existing strainer(if present)
5.1.9 Flush any debris from the line.
5.1.10 Install new meter, gaskets and any other required appurtenances to ensure proper fit.
5.1.11 Open the downstream connection to flush air and debris from customer's line.
5.1.12 Turn the valve on.
5.1.13 Verify the new meter is operating properly.
5.1.14 Turn the downstream connection off after air and debris have cleared.
5.1.15 Record the new meter serial number and initial reading.
5.1.16 Drill meter vault cover and install smart point radio antenna.
5.1.17 Pair meter to smartpoint radio antenna using city issued handheld programmer.
5.1.18 Document smartpoint radio antenna, register and meter and report back daily.
5.1.19 When a meter exchange is completed,all components within the meter vault shall be in working
order with no leaking and operating as designed. Meter vault shall be free of debris or trash.
5.1.20 Place back meter vault cover the meter box cover.
5.1.21 Meter vault cover shall fit securely,and without presenting any danger to pedestrian
5.1.22 When a meter exchange is completed,the contractor shall leave the premises in a clean manner,
as to which it was found,with no tools,trash, large dirt piles, or other debris on the customer's
property or within the meter vault. Leave site in the same condition in which it was initially
found
6.o NON-,STANDARD INSTALLATIONS
6.1 In the event that a current meter installation is found to be in non-conformance with the standard
installation, as described above. And/or is in need of additional repairs before the meter exchange can
be completed and in order to provide a safe workplace for the contractor or to complete an installation,
a safe premises for the customer and contractor shall (examples may include non-working valves,
broken or leaking pipes, collapsed meter boxes, lay length discrepancies, etc.):
6.1.1 Notify the designated City employee before conducting any work on the premises or
proceeding with any work once a problem is identified.
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6.1.2 If the designated employee cannot be reached,the contractor shall return to the site to leave the
site in its original condition, and continue to the next exchange. The problem and site location
shall be noted in order to inform the City as soon as possible.
6.1.3 Once notified, the City may choose to complete the work at that site using its own personnel,
or request the contractor to make the necessary repairs at the discretion of the City.
6.1.4 For all meter boxes that are collapsed and/or in restricted access areas or back yards,which do
not allow easy access for installers (fenced in areas), the City may choose to conduct the
exchange, using its own personnel or request the contractor to complete.
6.1.5 Meter boxes requiring removal and replacement in concrete will require a full concrete panel
replacement of 20 sq ft. (5' X 4') per current city standards. The City may choose to replace
meter box based on condition,therefore will provide new meter box and lid.
6.1.6 Meter boxes requiring removal and replacement in soil will require proper tamping and set to
grade to avoid settling,and shall follow current city standards.The City may choose to replace
meter box based on condition,therefore will provide new meter box and lid.
7.0 RETROFIT INSTALLATION
7.1 In addition to the meter exchanges above, the City may also require the contractor to conduct AMI
(Automated Metering Information)Retrofits of existing meter registers. The purpose of the Retrofit is
to utilize AMI water meters registers on existing meters which is part of a pilot program and represent
a large investment on the part of the City, and are still in good working order. Unless otherwise stated,
all conditions and requirements listed in the water meter installation section shall still apply.
8.0 RETROFIT EXCHANGE STANDARD
8.1 Access the water meter and verify meter serial number.
8.2 Remove the old register and record the final reading and the register placement(if multiple registers on
a single meter the reading must be associated with a specific register i.e. mainline, bypass, etc.)
8.3 Install the new meter register/registers.
8.4 Verify the new register is working properly.
8.5 Record the new register serial number if applicable.
8.6 Record the initial meter reading.
8.7 Remove all the trash and debris. Leave site in the same condition in which it was initially found.
8.8 For the completion, all registers installed must be verified by the City's designated representatives.
8.9 There are non-permit locations for confined space requirements.Atmospheric conditions must be tested
and controlled.
9.0 GENERAL REQUIREMENTS
9.1 In addition to the work described in section 8.0, it is required that the Contractor meet the following
requirements and provide the following:
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9.1.1 All pertinent data for meter exchange must be collected electronically using handheld
computers in the field. This data must include at a minimum: old meter serial number, final
read from old meter,new meter serial number and initial reading from new meter.All required
fields will be identified by the City.
9.1.2 Pertinent data must be provided to the City in both a written report format and an electronic
COPY.
9.1.3 Electronic data may be required in a specific format for the City in order to upload data into
the City's billing system for paperless transfers. The City will be responsible for all costs
associated with the interface into the City's billing system.
9.1.4 All data will be supplied to the City on a monthly basis.
9.1.5 A Contractor Project Manager shall be assigned to interact with the City and oversee all aspects
of the installation for the contractor.
9.1.6 The Contractor Project Manager will be required to provide a re-occurring, pre-determined
basis report, which may include but are not limited to a number of completed installations,
"hard to access"accounts,number and location of non-standard installations reports to the City,
additional services performed, activity reports requested by the City, summary of other
important issues, and projceted upcoming work schedule and itinerary.
9.1.7 Contractor Project Manager will provide monthly updates for installations performed,
completed,and requests new route data in a timely fashion to necessitate smooth workflow.
9.1.8 All Contractor field personnel must have photo ID cards displayed at all times. All vehicles
and field employees used during installation must carry full insurance coverage, including
liability and comprehensive coverage, for the vehicle and personal insurance for the employee
of the Contractor.
9.1.9 All Contractor employees must be uniformed with signs on vehicles displaying the company
logo.
9.1.10 The Contractor must provide documentation to prove their ability to complete the installation
requirements in a time and fashion acceptable to the City. These documents may include but
are not limited to,past projects similar in scope and size which have been completed, a history
of the firms experience with similar projects and references from other customers or cities.The
City will review this documentation and decide the contractor's ability to complete the work
request in a time and fashion required before pricing is considered.
9.1.11 Contractor shall be responsible for restoring the work site to its original condition,and shall be
responsible for all repairs of damages directly caused due to improper installation procedures
or negligence.
9.1.12 All costs associated with the care and protection of the work area,necessary precautions taken
to prevent damage to existing lines and contractor personnel,shall be considered incidental and
included in the unit price provided.
9.1.13 Any additional work required and deemed necessary by the City will be paid at an hourly crew
rate. Crew consist of no more than two (2) contractor employees performing work activity.
9.1.14 The City reserves the right to immediately remove from the site any person felt to be an
immediate safety risk. A request of this nature will be handled by the City representative
informing the Project Manager or Contractor Supervisor verbally or in writing.
9.1.15 Any material provided by the contractor for installation must be approved and meet the City's
specifications.
9.1.16 All project workmanship will be to the satisfaction of the City, as stipulated by this agreement
and may be inspected by a City representative before approval of payment.
9.1.17 All subcontractors to be utilized must be included in the initial bid response along with
documentation supporting their ability to complete the work required. Responsibility for the
performance of the contract remains with the bidder.
9.1.18 Traffic control will be the responsibility of the Contractor in coordination with the City staff.
9.1.19 All meter vault entries must comply with OSHA Regulations
9.1.20 All meters exchanged shall be returned to the designated area of the Water Department.
EXHIBIT B
Price,Schedule
Item Description QTY Price(ea.) Total
1 1.5"- Standard Meter Exchange 50 $225.00 $12,375.00
2 2"- Standard Meter Exchange 50 $235.00 $12,925.00
3 3"- Standard Meter Exchange 20 $650.00 $13,000.00
4 4"- Standard Meter Exchange 20 $850.00 $17,000.00
5 6"- Standard Meter Exchange 10 $1,050.00 $10,500.00
6 8"- Standard Meter Exchange 5 $1,350.00 $6,750.00
7 10"- Standard Meter Exchange 3 $2,450.00 $7,350.00
Non-Standard Installations
8 Hourly Crew Rate for 2 people 225 $185.00 $41,625,00
9 Retrofit Exchange Only 14 $125.00 $1,775.00
10 Large Meter Box Removc/Install(Soil) 15 $185.00 $2,775.00
11 Large Meter Box Remove/InstalI 25 $575.00 $14,375.00
({Concrete
Total $98,800.00