HomeMy WebLinkAboutContract 21398 AMENDMENT NO. 1 TO CONTRACT
FOR PROFESSIONAL SERVICES ON
METER READING ACTIVITIES
STATE OF TEXAS CITY SECRETARY CONTRACT NO.. lj qe?
CITY OF FORT WORTH
COUNTY OF TARRANT
WHEREAS, The City of Fort Worth (City) and Matvest, Inc., d/b/a Bermex, Inc. made and entered
into City Secretary Contract No. 19838 (The Contract) which was authorized by the City Council by
M&C C-13943 on the 3rd day of August, 1993; and
WHEREAS, the Contract involves professional services for meter reading activities; and
WHEREAS, it has become necessary to amend The Contract to include an increased scope of work and
to revise the fee; and
WHEREAS, City Council has approved the execution of Amendment No. I by M&C C-15033 on
September 19, 1995, in order to compensate the consultant for increased scope of work to facilitate the
meter reading and recheck process;
NOW THEREFORE, City and consultant, acting herein by and through their duly authorized
representatives, enter into the following agreement which amends the Contract.
I
The Contract is amended by adding Exhibit A to the services outlined in Contractors Bid Document
dated June 15, 1993.
II
The total compensation for the services described in Exhibit A to be performed by the
Consultant shall be $.025 per meter read per month. The City agrees to pay, and Consultant agrees to
accept compensation in accordance with the methods and schedules set forth in the Contract.
III
All other provisions of this Contract which are not expressly amended herein shall remain in full force
and effect.
EXECUTED this the dth day of f 1995, in Fort Wo 7 arrant County, Texas.
11
APPROVAL RECOMMENDED:
By: By:
Lire for of Water Departmeni Assistant City Manager
MAT EST, INC,, D/ JA BERMES, INC,
By-
President APPROVED AS/TOfORM AND LEGALITY
By:
Assistant CO'Attomey
ATrEST.-
By-
City Secretary
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SCOPE OF WORK FOR RECHECK ENTRY
AND OPERATION OF ITRON EQUIPMENT
City Responsibilities
• The City will provide all the required hardware and software to handle the hand-held upload and download,as
well as the system access for read corrections prior to billing.
The City will continue to be responsible for all lease and maintenance expenses,and leasing agreements for all
hardware and software.
• The City will provide basic training in the use of the equipment,as well as reasonable levels of ongoing
support. Additional training will be provided by Itron,at Bermex's expense.
• The City will provide at least one copy of all required training and operational manuals.
• The City will provide daily,the rechecks to be audited by Bermex.
Bermex Responsibilities
• Bermex agrees to read meters in conformance with the City's billing schedule.
• Bermex agrees to field verify reads and correct misreads for those reads selected for rechecks in conformance
with the City's billing schedule. Recheck reads must be entered and transmitted to the City within two(2)days
of receipt of the rechecks(see schedule on page 3).
• Bermex will physically move all equipment to its office location at 3507 West Vickery Boulevard.
• Bermex will maintain a copy of the PC software in an off-site location.
• Bermex will provide for additional security,insurance and electrical surge protection as may be required.
• Bermex will provide for a modem and dedicated line to upload and download route information.
• Bermex will pickup rechecks at City designated area.
• Bermex will provide a modem and line to transmit corrected recheck reads to the City's billing system.
• All route and read data will be updated no later than 8:00 p.m.daily. (see schedule on page 3)
• Be ex will run all necessary route reports on a daily basis,
• Be ex agrees that all of the Itron equipment is owned by the City of Fort Worth and will be returned to the
City within 30 days of cancellation of this contract.
• Be ex agrees to keep logs of all maintenance and repairs performed on the Itron equipment and all other City
equipment in their custody.
• Bermex agrees to make backup copy of Itron attached PC on a monthly basis and provide that back-up to the
City,
Page 2
• Bermex may not transfer Itron software to any other computers without consent of City.
• Bermex may not use City of Fort Worth equipment to provide services to any other clients.
• In the event of communications failure,it is Bermex's responsibility to deliver and pick up diskette copies of
the processing files.
Pricing Proposal
• Bermex proposes to recover all expenses associated with these addifinal services through an adjustment to the
per read price of.025 per read.
Page 3
SCHEDULE
The following schedule outlines the processing schedule for a billing cycle 01.
Monday: Itron download file(CYOI.DCI)available for access by Bermex by 1:00 p.m.
Tuesday: Bermex processing of cycle 01 begins(reading may start).
Wednesday: Reading of cycle 01 completed. Itron processing performed on CYO LDCO file sent to City between
1:00 p.m.until 10:00 p.m.
Tbursday: City runs billing on CYO I.
EU: Rereads generated by billing CYO I available for Bermex by 12:00 noon.
Tuesday(5 pm): Recheck re-reads for CYO I entered and transmitted.
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City of Fort Worth, Texas
Mayor and Council Communication
DATE REFERENCE NUMBER 1 TOG NAME PAGE
/9 5 **C-150331 60BERMEX 1 of 2
�09/19/95 1-:11
SU33JECT RENEWAL OF AND CONTRACT AMENDMENT TO CONTRACT METER READING
SERVICES WITH MATVEST, INC., D/B/A BERMEX, INC.
RECOMMENDATION:
It is recommended that the City Council authorize:
1 . Exercising the second option to renew City Secretary Contract No. 19838 for contract
meter reading services with Matvest, Inc., d/b/a Bermex, Inc. ("Bermex"), based on the
contractor's acceptable performance and the low bid for the third year of $0.325 per meter
read; and
2. The City Manager to execute the first change order to City Secretary Contract No. 19838
to: (1) allow payment of $0,025 per meter read per month to Bermex, for services
provided during the two-month pilot program during August and September, 1995,to verify
whether the operation of the Itron meter reading equipment and the entry of rechecks could
best be accomplished by Bermex; and (2) expand the scope of work to be provided by
Bermex to include operation of the ltron Premier Plus Meter Reading System and daily entry
of meter recheck readings into the automated billing system, at a cost of $0.025 per meter
read; and
3. This agreement and the contract amendment to begin October 1 , 1995, with the continued
options to renew for an additional two consecutive one-year terms,
DISCUSSION:
Contract Renewal:
On August 3, 1993 (M&C C-13943), the City Council authorized a contract (City Secretary
Contract No. 19838) with Bermex to furnish contract meter reading services for the Water
Department, This agreement was approved with four consecutive one-year renewal options, the
first of which was exercised last year (M&C C-14502, October 4, 1994),
Service and performance to date have been satisfactory.
Chan e Order and Contract Arnendr-nem
The hand-held meter reading devices require downloading of meter reads each day into the City's
billing system and uploading of the next days' meter routes. While not a difficult task, it has
required City staff time to accomplish, Another man; al task is entering the meter reads following
rechecks-, which does take considerable staff time,
City of Fort Worth, Texas
Mayor and Council Communication
0 **C-15033 60BERMEX 2 of 2
SUBJECT RENEWAL AL F AND CONTRACT AMENDMENT T TO CONTRACT METER READING
SERVICES WITH MAT ES , INC- D; f'A I ER E , INC.
In an effort to investigate Fetter gays of accomplishing both tasks, Sermex and Water
Department staff have been running a pilot program for several months, 1 ermex agreed to
operate the Itron meter reading equipment and to eater the recheck readings into the billing
system during the months of August and September, 11995, to determine if these services could
better be prodded by the contractor. This has unproved the meter reading process as well as
the recheck entry process. In addition to the monetary savings, time savings through eliminating
the physical transportation of the Itron units each day to City dell will help ensure timely data
transmission for billing purposes.
Bermex proposes to perform both of these tasks fog the City at an additional cost to their meter
reading contract of $0.025 per meter read, a price staff finds to be acceptable, cost effective
and reasonable. The contract amendment will implement this change.
It is appropriate that Bermex be compensated for their services during August and September,
1995, and to effect that= a change order is necessary allowing for payment of are additional
$0.025 per meter read.
FISCAL IN FO RMADQNL E TI ICATI :
The Director of Fiscal Services certifies that funds required for this service are available in the
current operating budget, as appropriated, of the eater and Seer Operating Fund.
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Submitted for City Manager's L L
Office by. (to)
AFFROVED
i
Lee Bradley,In 9207
OriginatLng Department Head: � C" COUNCIL
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Lee Bradley, r
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For dition l fo r-oration 4 55391201
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Lee Bradley, lr. 8207