Provision of Meter Reading Services on a Multi-Year Contract

PA046-21 Page 1
July 15, 2026
INVITATION TO BID
BL107-26
The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service
providers for Provision of Meter Reading Services on a Multi-Year Contract for the Department of Water
Resources.
Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL#
and Company Name. Bids will be received until 2:50 P.M., July 31, 2026 at the Gwinnett County Financial
Services - Purchasing Division - 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received
after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. local time. The
bid opening will be virtual ONLY. To access the Microsoft Teams bid opening virtually, visit the following link:
BL107-26 Bid Opening or dial 1-323-676-6170 and enter Conference ID 992 766 908#. Apparent bid results will
be available the following business day at GwinnettCounty.com.
Questions should be directed to Jenny Coleman at Jenny.Coleman@GwinnettCounty.com or calling 770-822-
8734 no later than 3:00 P.M., July 23, 2026. Bids are legal and binding upon the vendor when submitted.
All service providers must submit a bid bond, certified check, or cashier's check in the amount of five percent
(5%) of the total bid for all five (5) years. Failure to submit a bid bond with the proper rating will result in the bid
being deemed non-responsive. Successful service provider will be required to meet insurance requirements,
submit a one hundred percent (100%) performance bond and a one hundred percent (100%) payment bond.
Insurance and Bonding Company should be licensed to do business by the Georgia Secretary of State,
authorized to do business in Georgia by The Georgia Insurance Department, listed in the Department of
Treasury's Publication of Companies holding Certificates of Authority as Acceptable Surety on Federal Bonds
and as acceptable reinsuring companies. The bid bond, payment bond, and performance bond must have an
A.M. Best rating of A-8 or higher.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or
activities. Any requests for reasonable accommodations required by individuals to fully participate in any open
meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the
Gwinnett County Justice and Administration Center, 770-822-8165.
The written bid documents supersede any verbal or written prior communications between the parties.
Award will be made to the service provider submitting the lowest responsive and responsible bid. Gwinnett
County reserves the right to reject any or all bids, to waive technicalities, and to make an award deemed in its
best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms,
conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion.
We look forward to your bid and appreciate your interest in Gwinnett County.
Jenny Coleman
Purchasing Associate II
The following pages should be returned with your bid: Bid Schedule, Pages 13-14
References, Page 15
Sub-Contractors List, Page 16
Bid Bond, Pages 22-23
E-Verify Form, Page 39
Code of Ethics, Page 40

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GENERAL REQUIREMENTS
Qualifications and Experience of Staff
The service provider will be required to provide a combined minimum of 65-meter readers and field service order
technicians, along with supervisory personnel, or subcontractors, for the efficient operation of the services
hereunder. The service provider represents that all its employees, agents, subcontractors and suppliers who
perform services under this contract shall be qualified and competent to perform such services. Any person(s)
employed by the service provider in connection with such operation will be on the service provider's payroll and will
be deemed employees of the service provider for all purposes including taxes and insurance. Any subcontractor
not listed in the original bid must be preapproved by Gwinnett County Department of Water Resources (DWR) prior
to their use. DWR shall not be responsible for any increase in price associated with the use of a new subcontractor
proposed for use after award of the contract. The service provider's employees and subcontractors will comply
with all rules promulgated by the County for the safe and orderly conduct of the activities carried out within the
County.
Upon request, the service provider will provide detailed information that clearly demonstrates an employee's
qualifications and their abilities to fulfill the requirements for this project.
Certifications
According to the current State law and County ordinances, meter reading personnel are not required to be certified.
However, the service provider will be responsible for adhering to applicable State and local law and any subsequent
changes/amendments thereto during the contract period, as exercised.
Respondent Identification/Profile
Give the full legal name of the service provider, the service provider's principal business office and its satellite
offices, if any; and indicate the location(s) from which these services for the Department would be staged. Service
provider is responsible for providing their own office facilities. Provide the location of the service provider and
the driving distance to the Department of Water Resources-Central Facility located at 684 Winder Highway,
Lawrenceville 30045. Service provider(s) should provide the following information upon request; information on
the service provider's history, business activities, size, employees, officers, affiliates, subsidiaries, ownership and
other corporate data. Project teams are acceptable, provided that overall project accountability is with the lead
service provider. If an association with other service provider(s) is proposed, describe the working relationship,
identify specific areas of responsibility of each service provider, and identify the lead service provider that will have
overall project accountability, as well as any specific past experiences with said service provider(s) and the working
relationship. NOTE: Bid must be submitted by lead service provider, and subcontractors should be listed on the
enclosed "List of Subcontractors" form. Contract shall be carried out by the lead service provider who submits the
bid. The lead service provider shall be solely responsible for the execution and quality of the work performed. The
Department shall have no contractual obligations to or with the sub-contractors.
References
All bidding service providers are required to submit a minimum of three (3) references of projects similar in size,
scope and nature to that of this project. Each reference should include the project name, location, description (size
and characteristics), date of completion, contract amount, and contact information. Indicate the extent of the
service provider's role, whether as lead, subcontractor, or partner. All information supplied should be correct,
current, and easily verifiable. Failure to provide adequate information may result in bid being deemed non-
responsive. References presented should clearly demonstrate the service provider's ability to accomplish DWR's
key objectives. Similar projects are projects that require the same level of service, or greater, at the same order of
magnitude, or greater, as will be required for this project. The experience must be that of the service provider listed
in the bid and not that of a parent or related company or the experience of an individual(s). The service provider
should have been in business for a minimum of five (5) years. Of relevance would be experience of the service
provider in providing water meter reading services for State, County and Municipal governments or Water Utilities.
If the service provider submits references and project experience provided by subcontractor(s), they must be the
subcontractor(s) for this project in a role relevant to the experience listed, or the associated reference will not be
considered valid. Experience will be a determinant in establishing the responsibility of the service provider. If
needed, additional references may be requested. References obtained by the County outside of what is submitted
by the service provider may be taken into consideration.

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Section One:
STATEMENT OF WORK
I. SCOPE
The service provider shall provide daily water meter readings and completion of field service orders for the
Gwinnett County Department of Water Resources (DWR). DWR has approximately 294,000 water meters that must
be read each month (currently ranging from approximately 13,000 to 18,000 per workday). In addition, field service
orders are assigned on an as-needed basis to address other needs beyond meter reads. During 2025, DWR
assigned an average of 7,700 service orders per month to the service provider, but this number varies month to
month. It shall be the responsibility of the service provider to supply a combined minimum of 65-meter readers and
field service order technicians to successfully read all meters and perform all service orders within the timeframe
set forth in this contract.
The quantities listed in the Bid Schedule are approximated and are for the sole purpose of assuring uniformity
between service providers. Payment shall be for the actual quantities assigned and successfully completed.
II. PERFORMANCE SPECIFICATIONS
Meter Reading Volume:
Service provider will be required to complete approximately 13,000 to 18,000 meter reads per day, as assigned by
DWR. Additional work assigned in the form of service orders shall not be considered valid reason for failure to
complete the meter reading volumes set out herein.
Meter-reading routes will be standard routes defined by DWR and must be strictly adhered to.
Number of accounts per route may be adjusted upon thirty (30) days written notice by DWR. The service provider
may request adjustment of routes by written notice to the DWR representative. However, final determination of any
adjustment will be made by DWR. Based on conservative growth estimates, an average of 5,000 new meters may
be added to the system each year. It is the service provider's responsibility to account for additional staffing level
requirements based on the addition of new meters.
Approximately 85% of the meters in the system are designated as residential and it is estimated that the ratio of
walking routes to driving routes for these residential meters is 50/50. The remaining meters are associated to
commercial and multi-family accounts, which are sized 3/4" to 10". Approximately 650 of these commercial meter
locations are contained in vaults or pits and are expected to require special handling and/or entry by 2-person
teams. All new 2" and smaller meters are installed into regular meter boxes.
All meter readings are completed using the Smart Phone Meter Reading (SPMR) system using Android smart
phones. The Android phones are to be provided by the service provider. All service orders (transfer, move-out,
move-in, lock-offs and reconnects) will be assigned to the service provider, and completed through, a custom DWR
web application on cell phones (smart phones). Cell phones for all field staff are to be provided by the awarded
service provider at their own expense and must be compatible with both cell phone applications.
III. WORK SCHEDULE
Completed routes should be uploaded on the same day of completion, no later than 6:00 PM. Files uploaded after
6:00PM will be considered submitted on the next business day.
The following holidays will be observed by DWR, unless otherwise notified. If the service provider desires to
perform field activities on the following holidays, they must acquire DWR approval and minimize impacts to County
staff and residents.

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* New Year's Day
* Martin Luther King Jr., Day
* Presidents' Day
* Memorial Day
* Juneteenth
* Independence Day
* Labor Day
* Veterans' Day
* Thanksgiving Day
* Day After Thanksgiving
* Christmas Eve
* Christmas Day
IV. QUALITY ASSURANCE
Meter reads must be accurate, with an error level of no greater than 1 error per 1,000 readings. On a monthly basis,
a penalty of $5.00 may be assessed for each reading error in excess of 1 per 1,000 reads. Errors are defined as
misreads found by field audit, re-reads requested by billing, customer requested rechecks which, after
investigation, confirm a reading error, or meters that were unread without an associated skip code.
Example: 294,000 Meter Reads per Month
350 Read errors during the month
-294 Allowable error rate (1 per 1,000)
56 Errors (penalty to be assessed)
$5.00 Penalty per read error
$280.00 Penalty to be subtracted from invoice
Meter reading errors for the vaulted meters will be allowed for 1 out of each 1,000 accounts. Errors are defined as
misreads found by field audit, re-reads requested by billing, or customer requested rechecks which, after
investigation, confirm a reading error. A penalty of $10.00 will be assessed for each vaulted meter reading error in
excess of 1 per 1,000.
V. PERFORMANCE OF SERVICES
Startup of contract and new service areas:
The service provider should be fully operational and familiar with all routes and County operating procedures on the
first day that the contract is in effect, except for special requests that are mutually agreed to between the service
provider and the County. The successful service provider will be required to work with DWR staff to coordinate the
workflow during any transition phase to ensure that there is not an interruption in services. Services for this
contract are anticipated to begin January 01, 2027 or upon award.
As development continues, DWR will add meter reading service areas and either adjust or add routes. Service
provider to be given no more than thirty (30) calendar days to familiarize itself with new service areas added during
the contract period.
Schedule:
DWR will provide a meter reading schedule consisting of approximately 20 readings per day per month. Three days
are allowed to complete each of the 20 portions. Service provider shall comply with this schedule to maintain the

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County's billing cycle. Gwinnett County operates on a daily billing cycle consisting of one portion per day. Each of
the portions must be completed on the scheduled day, and all portions must be completed during the month.
Failure by the service provider to complete all scheduled meter readings and required re-reads within the allotted
time will result in a charge back to the service provider in the amount of $1,000.00 for each additional business day
required to complete the meter reading portion.
Completed Routes:
Time is of the essence in relation to the work to be performed. All meter reads are to be completed on the day
scheduled. Weather conditions must not prevent the accomplishment of services under this contract unless
otherwise agreed to by an authorized representative of DWR. A waiver of penalties for a weather delay in one
instance shall not be construed to mean that future waivers will be granted.
Incomplete Routes:
Individual accounts within routes, full routes, or partial routes that are returned to DWR as "no read" will be
reviewed daily. If upon further investigation it is determined that a reading should have been obtained under
contract provisions and could have been obtained by the service provider through a reasonable level of effort, a
penalty of $5.00 per account not read may be assessed. DWR may consider requests for a waiver of such penalty if
service provider demonstrates that the missed reads were due to circumstances which could not be reasonably
overcome, and were beyond the control of the service provider, such as deliberate interference by the property
owner or failure of the County software. Mechanical failure of service provider's vehicles or equipment shall not be
sufficient reason to wave associated penalties.
If the service provider finds meter routes can be changed to increase productivity, the service provider should notify
the DWR representative in writing and request changes accordingly.
Meter Conditions:
Any physical condition of meter boxes which pose an impediment to readers or citizens must be entered in the
hand-held processors by readers when observed. This shall include codes to create work orders to correct broken
or obscured meter glass, box, etc. and any note of special interest must be entered such as illegal hookups
(straight pipes). Special Notification to the authorized DWR representative is required when the meter reader
observes a public safety problem.
Meter/Meter Box Maintenance:
The service provider will be responsible for the routine cleaning of meters and ensure that accessibility to meters is
not hampered by grass, sand, dirt, mud or debris of any kind. It is unacceptable for meter lids to be left off meter
boxes after reading. The service provider is to note any meter needing a replacement for a missing or broken lid,
and a service order will be issued for the service provider to replace it. Lids will be provided by DWR, and broken
lids are to be returned to DWR. No service orders for repairs to meters or meter boxes will be issued to the service
provider.
The service provider will be responsible for placing pre-printed door notices, provided by DWR, informing the
customer of problems and conditions such as possible leaks and high consumption when such conditions are
identified.

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Transfer Orders:
The service provider will be responsible for obtaining a final meter read for customers that are moving out, and to
obtain an initial reading for customers that are moving in. Two work orders will be issued and completed as one
complete work order. Transfer orders must be completed no later than three business days after issuance or
incur a $20.00 penalty.
Move Out Orders:
The service provider will be responsible for obtaining a final meter reading for customers that are moving out with
no new customer signing up for service at that time. A final meter reading will be taken, and the water meter will be
locked off using a DWR supplied device. Three pictures shall be taken of the meter when the move out order is
completed. One should show the reading on the meter, the second should show the meter serial number, and the
third should show the lock-off device on the curb stop. Move Out orders must be completed no later than three
days after issuance or incur a $20.00 penalty.
Move In Application Orders:
The service provider will be responsible for obtaining an initial meter reading, unlocking and restoring water
services for customers that are moving in. If the customer is not present and there is evidence of a leak or constant
flow upon restoring service, water service should be stopped but not locked and a door hanger should be placed to
inform the customer of the situation. If a lock-off device is not on the curb stop when the move in order is
completed, three pictures must be taken to document this. One should show the meter reading taken, the second
should show the serial number of the meter, and the third should show the curb stop. Move In orders must be
completed on the same day of issuance or incur a $100.00 penalty.
Lock-off Orders:
The service provider will be responsible for obtaining a meter reading for customers that are past due on their
account. A meter reading will be taken, and the water meter will be locked off using a DWR supplied device. Three
pictures shall be taken of the meter when the lock-off order is completed; one showing the reading on the meter,
the second showing the meter serial number, and the third should show the lock-off device on the curb stop. Lock-
off orders must be completed no later than three days after issuance or incur a $20.00 penalty.
Reconnect Orders:
The service provider will be responsible for obtaining a meter reading for customers that were locked off. A meter
reading will be taken, and the water meter will be unlocked, and the water service restored. If the customer is not
present and there is evidence of a leak or constant flow upon restoring service, water service should be stopped
but not locked and a door hanger should be placed to inform the customer of the situation. The service provider
will be responsible for identifying and reporting evidence of tampering or water theft. If a lock-off device is not on
the curb stop when the reconnection order is completed, three pictures must be taken to document this. One
should show the meter reading taken, the second should show the serial number of the meter, and the third should
show the curb stop. Reconnect orders must be completed on the same day of issuance or incur a $100.00
penalty.
Meter Location GPS Service:
The service provider will be responsible for collecting mapping grade (sub-meter accuracy) GPS (Global Positioning
System) coordinates for meters within the identified area of assignment. Unit pricing should include equipment,

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labor, and material to collect sub-meter accuracy GPS (X, Y) coordinates for each meter assigned and collected.
Quality Standards:
Meter reading errors for the service orders (Move In, Move-Out, Transfer, Reconnect and Lock-off) will be allowed
for 1 out of each 1,000 orders. Errors are defined by each work order issued wherein a customer requests a re-read
and after investigation, a reading error is confirmed. A penalty of $20.00 will be assessed for each reading error in
excess of 1 per 1,000 Move In, Move-Out, Transfer, Reconnect and Lock-off Orders issued. Error rates are
calculated based on the calendar month in which the service request was issued.
Timeliness Standards:
DWR will issue the Move In Application, Move Out, Transfer, Lock-off and Reconnect orders no later than 8:00am
each day. Same day reconnects and same day move-ins will be issued throughout the day. The service provider
shall work the orders received until 4:00pm, after that time these orders will be issued to GCDWR staff.
VI. REPORTING REQUIREMENTS
The service provider is responsible for submitting to the County, on a daily basis, pictures taken of meters, full
reports with meter codes, and any incidents that may relate to the meter reading performance and the distribution
system. The format of reports, and the reporting process used, must be approved by the County. Appropriate and
accurate use of meter reader entered codes is critical to the County's utility billing operation and is a required part
of the meter reading function. Inaccurate codes entered by the meter reader which result in estimated customer
utility bills may be charged back to the service provider, at the rate of $5.00 per inaccurately entered code.
VII. PERFORMANCE INCENTIVES
The County intends to provide incentive to the service provider for assistance in resolving meter conditions which
result in under-billing of utility charges to consumers. Specifically, the County will pay $25.00 to the Contractor for
each inoperative meter (missing registers or stuck meters) identified by the service provider and verified by DWR,
which has not been previously identified as inoperative by either party, and which is not inoperative due to abuse or
damage. Furthermore, the County will pay $25.00 to the service provider for each meter connection reported by the
service provider to the County, which has not been previously identified, and has not been billed or obtained a
meter reading within the previous six (6) months.
Gwinnett County will consider other instances in which incentive pay may be offered to the service provider,
provided a savings to the County has been proven.
At DWR's request, the service provider will schedule meetings to provide input and recommendations related to the
performance of the contract, any deviations from schedule or performance, and potential improvements in the
following areas: meter reading technology, meter reader productivity, lost/found meters, meter reading error
reduction initiatives, potential opportunities to enhance County revenues or reduce County expenditures, and any
other potential proposed improvements that the meter reading service provider would like to discuss.

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Section Two:
SERVICE PROVIDER RESPONSIBILITIES
I. EMPLOYEES
The service provider will provide an adequate staffing level as set out in Section One to successfully perform the
work described herein.
If the service provider plans to use subcontractor(s), the name(s) should be provided in the bid document with a
percentage of how much work will be done by the subcontractor(s) (see attached list below). The successful
service provider will be responsible for entering into a contract with the County and will be responsible for
completion of the services as specified. Failure of any subcontractor to perform will not relieve the service provider
from accountability to the contract.
If the County objects to the continued use of any of the service provider's employees or subcontractors at any level,
the service provider will be notified in writing, stating the reason for its objection. The successful service provider
will immediately remove such employee from activities related to this contract until such issues are resolved to
DWR's satisfaction.
II. TRAINING
DWR will provide one 8-hour session of initial training for up to 65 people to outline the use of the Smart Phone
Meter Reading (SPMR) and Field Force system application. This will include an overview of DWR service territory
for service provider selected personnel prior to the start of the contract. This session will be cooperatively
scheduled between DWR and the service provider. Service provider shall be responsible for ensuring the
attendance of the session by their staff, and for any future educational needs of new staff.
III. SUPERVISION
The service provider is an independent contractor and will be solely responsible for full time supervision of all
personnel. Responsibilities include, but are not limited to, arranging work assignments; follow-up monitoring of
meter readers in the field; scheduling; and monitoring reader activity from reports and follow-up. Problems
encountered in the field which could result in schedule delays must be coordinated through the authorized DWR
Representative.
IV. EMPLOYEE IDENTIFICATION
Personnel assigned will be required to wear a service provider provided uniform and picture identification badge.
The design of the uniform is subject to approval of the DWR. The badge shall have a photograph of the service
provider's employee. Identification badges must always be worn and visible in the field.
When an employee is terminated, the identification badge must be returned to the service provider immediately.
Service provider must be able to demonstrate that these processes and policies are in effect to the satisfaction of
DWR.
Failure to wear appropriate uniform and ID may result in a $25.00/day/employee penalty.
Cleaning of the uniforms will be the responsibility of the service provider. Service provider's employees must
maintain a neat and clean appearance while providing meter reading services. Appropriate personnel safety
equipment is required and should be provided by the service provider for all field personnel.

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V. DRIVING REQUIREMENTS
Service provider must ensure that all employees required to drive during the performance of this contract, will
maintain a valid State of Georgia driver's license. Employees without a valid Georgia driver's license are prohibited
from driving a vehicle during performance of this contract.
VI. CUSTOMER SERVICE
The service provider is responsible for ensuring that its employees conduct themselves in a courteous and
professional manner when dealing with all customers of DWR. The service provider shall ensure that DWR
customers and their property are always treated with respect.
VII. TRANSPORTATION
The service provider will be responsible for all transportation needs necessary to complete the work. Service
provider owned/provided vehicles are required. Compliance with all insurance requirements, per this bid invitation,
will be verified through submittal of the Certificate of Insurance provided by the service provider. All vehicles must
be maintained to provide a clean appearance, and operate without offensive exhaust emissions, noise pollution, or
vehicle leakage. Safety equipment appropriate for the work being undertaken, such as placards (Caution-Frequent
Stops), and four-way flashers must be provided by the service provider for each vehicle used for reading purposes.
All vehicle and equipment related charges shall be incorporated into the per meter read cost, as quoted.
The service provider must furnish vehicle identification for each vehicle used to perform services under this
contract clearly indicating its use in meter reading services. It should include the company name and logo. Signage
to be provided by service provider at their own expense and must be approved by DWR. Replacements for damaged
vehicles can be used without signage at the discretion of DWR.
VIII. MATERIALS AND SUPPLIES
The service provider must furnish all hand-tools, materials, and supplies necessary to provide services including,
but not limited to meter keys, pliers, vault keys, reading tubes and hand pumps.
The County will provide locking devices for accounts identified to be locked off or services to be discontinued and
meter box lids for replacing damaged or missing lids.
The service provider shall be responsible for providing and maintaining all field crews with cellular devices
compatible with the web-application used for receiving and processing service requests.
IX. METER READING DEVICES
Android smart phones to be used for meter reading and work orders shall be provided by the service provider.
Android smart phones must be compatible with the SPMR and Field Force cell phone applications.
X. SAFETY STANDARDS
The service provider and their employees shall comply with all OSHA safety standards to include, but not limited to,
regulations for confined space entry, particularly as it related to large meter vaults.

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It is the service provider's responsibility for the prevention of accidents regarding persons engaged in contract-
related work, or persons in the vicinity of the work site. Service provider shall establish and implement safety
measures, policies and standards conforming to those required or recommended by governmental or quasi-
governmental authorities having jurisdiction.
XI. LICENSES AND PERMITS
The service provider shall, at its own expense, obtain all necessary licenses and permits pertaining to the contract
and comply with all statutes, ordinances, rules, regulations and orders of any governmental or quasi-governmental
authority having jurisdiction over the contract or the performance thereof, including, but not limited to, those
relating to safety issues, employment issues, and vehicle operation. Service provider shall promptly correct any
violations of such statutes, ordinances, rules, regulations, orders committed by service provider, its agents,
servants and employees; and service provider shall receive and respond to, and shall defend, indemnify and save
harmless the County, as well as anyone to whom the County is obligated, and their agents, and employees from
and against any loss, liability, or expense arising from, any such violations and any citations, assessments, fines, or
penalties resulting thereof
XII. COMMUNICATION
At all times, service provider shall maintain effective and clear lines of communication with the DWR representative
through a designated contact and/or backup and shall provide and maintain a current list of contact names, phone
numbers and email addresses to ensure that immediate contact can be established if needed.