RFP 26-015WTWE Advanced Metering Infrastructure (AMI) System and Implementation Services

Location:	Ohio
Posted:	Jul 10, 2026
Due:	Aug 5, 2026
Agency:	City of Dayton
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Solicitation No:	RFP 26-015WTWE
Publication URL:	To access bid details, please log in.

Bid Number:	RFP 26-015WTWE
Bid Title:	RFP 26-015WTWE Advanced Metering Infrastructure (AMI) System and Implementation Services
Category:	Procurement
Status:	Open

Description:

Electronic bids are due by August 5, 2026 no later than 2:00 PM (Dayton Local Time).

Publication Date/Time:

6/24/2026 5:20 PM

Closing Date/Time:

8/5/2026 2:00 PM

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City of Dayton, Ohio

Department of Water

Advanced Metering Infrastructure (AMI) System and Implementation Services

REQUEST FOR PROPOSALS (RFP) No. 26-015WTWE

JUNE 2026

TABLE OF CONTENTS

SECTION 1 – PROPOSAL INSTRUCTIONS ................................................................................................................. 1

1.01 COMMUNICATIONS REGARDING THIS PROJECT. ....................................................................................................1

1.02 RFP SCHEDULE. .............................................................................................................................................1

1.03 PRE-PROPOSAL MEETING.................................................................................................................................1

1.05 SUBMITTING A PROPOSAL.................................................................................................................................1

1.06 REQUIRED PROPOSAL CONTENTS. ......................................................................................................................2

1.07 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY. ...............................................................................................2

1.08 CRITERIA. ......................................................................................................................................................3

1.10 MISCELLANEOUS ITEMS....................................................................................................................................3

SECTION 2 – SCOPE OF PROJECT ............................................................................................................................ 4

2.01 PURPOSE AND NEED / PROJECT DESCRIPTION. .....................................................................................................4

2.02 BACKGROUND INFORMATION............................................................................................................................4

SECTION 3 – REQUIREMENTS AND CONDITIONS FOR ALL PROPOSERS....................................................................18

3.01 TAX EXEMPTION. ..........................................................................................................................................18

3.02 PROPOSER AFFIDAVIT. ...................................................................................................................................18

3.03 PROCUREMENT ENHANCEMENT PROGRAM........................................................................................................18

3.04 PROPOSER’S FINANCIAL OBLIGATION TO THE CITY...............................................................................................18

3.05 PROPOSER’S INCURRED COSTS. .......................................................................................................................18

3.06 AFFIRMATIVE ACTION ASSURANCE (AAA). ........................................................................................................18

3.07 STANDARD AGREEMENT TERMS FOR PROFESSIONAL SERVICES...............................................................................18

ARTICLE 1. TERM................................................................................................................................................18

ARTICLE 2. SERVICES TO BE PERFORMED BY CONTRACTOR...............................................................................18

ARTICLE 3. COMPENSATION ..............................................................................................................................18

ARTICLE 4. CITY’S RESPONSIBILITIES ..................................................................................................................19

ARTICLE 5. STANDARD OF CARE .........................................................................................................................19

ARTICLE 6. INDEMNIFICATION ...........................................................................................................................19

ARTICLE 7. INSURANCE ......................................................................................................................................19

ARTICLE 8. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY ........................................................19

ARTICLE 9. TERMINATION..................................................................................................................................19

ARTICLE 10. STANDARD TERMS .......................................................................................................................20

A. DELAY IN PERFORMANCE ........................................................................................................................20

B. GOVERNING LAW AND VENUE ................................................................................................................20

C. COMMUNICATIONS .................................................................................................................................20

D. EQUAL EMPLOYMENT OPPORTUNITY .....................................................................................................20

E. WAIVER ....................................................................................................................................................20

F. SEVERABILITY ...........................................................................................................................................21

G. INDEPENDENT CONTRACTOR ..................................................................................................................21

H. ASSIGNMENT ...........................................................................................................................................21

I. THIRD PARTY RIGHTS ...................................................................................................................................21

J. AMENDMENT...............................................................................................................................................21

K. POLITICAL CONTRIBUTIONS .....................................................................................................................21

L. INTEGRATION...............................................................................................................................................21

M. PCI COMPLIANCE .....................................................................................................................................21

N. LIVING WAGE ORDIANCE..............................................................................................................................22

EXHIBIT A – LETTER OF TRANSMITTAL .................................................................................................. 23

EXHIBIT B – REFERENCES FOR PROPOSING COMPANY ...................................................................... 25

EXHIBIT C – PRODUCT MANUFACTURE LABOR STANDARDS: VENDOR COMPLIANCE FORM .. 26

EXHIBIT D- BUSINESS INCOME TAX QUESTIONNAIRE ......................................................................... 27

SECTION 1 – PROPOSAL INSTRUCTIONS

1.01

COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding the RFP process to:

City of Dayton, Department of Water

Kenny Roy

101 West Third Street

Dayton, Ohio 45402

Telephone: (937) 333-1374

Fax:

(937) 234-1600

E-Mail:

Kenny.Roy@daytonohio.gov

All communications/questions concerning this RFP must be submitted in writing referencing the specific paragraph and

page number. The deadline for questions is listed in Section 1.02 (RFP Schedule). Written responses will be prepared by

the City and posted on the City’s web site by the date listed in Section 1.02. Changes to this RFP will be made only by

formal written correspondence issued by the City.

A copy of this RFP proposal and any additional documentation may be found at the City’s website at:

http://daytonohio.gov/bids.aspx

1.02 RFP SCHEDULE. The proposed RFP schedule is to be reviewed with City Procurement and HRC, if required, and

shall be mutually agreed upon. RFP schedule to be determined prior to finalization of RFP. The following is the anticipated

schedule for the RFP Process:

Issue RFP:

Notify City of Intent to Attend Pre-Proposal Meeting

Voluntary Pre-Proposal Meeting:

Last Day to Submit Questions:

Written Responses to Questions:

Due Date for Proposals:

Short List Presentations:

Contractor is Selected:

Contract is Awarded:

Notice to Proceed Issued:

June 25, 2026

3:00 PM local (Dayton OH) time on July 1, 2026

Meeting will be at Water Distribution Assembly

Room, 945 Ottawa Street, at 11:00 AM local

(Dayton OH) time on July 2, 2026

12:00 PM local (Dayton OH) time on July 7,2026

July 13, 2026

2:00 PM local (Dayton OH) time on July 22, 2026

Anticipated August 10-14, 2026

Anticipated by August 28,2026

Anticipated by September 18, 2026

Anticipated by September 25, 2026

1.03 PRE-PROPOSAL MEETING. The City shall conduct a VOLUNTARY pre-proposal meeting. The date and location

of the meeting is listed in Section 1.02 (RFP Schedule). The intent of the pre-proposal meeting is to:

• Review the Request for Proposal

• Review the City’s Procurement Enhancement Plan (PEP) procedures

• Answer questions

This may be the only opportunity for the Contractors to meet with the City. Each proposer should limit representation at

this meeting to no more than 2 persons. Contractors shall notify the City as directed in Section 1.02 (RFP Schedule) if they

will be attending the pre-proposal meeting and how many persons will attend.

1.05 SUBMITTING A PROPOSAL. Each Consultant seeking consideration for performance of services related to this

RFP must submit a proposal. All proposals shall be submitted as a PDF via electronic submission to

bids@daytonohio.gov. The City has a 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and

any attachments total). Should your company’s proposal document exceed this limit, your company will have to submit its

document in multiple parts (emails). Should bid documents require multiple emails, please designate in the “Subject” line

of each email sent: RFP No 26-015WTWE Advanced Metering Infrastructure (AMI) System and

ImplementationServices, RFP No 26-015WTWE Part 1, RFP No. 26-015WTWE Part 2, and so forth.

The bid opening will be facilitated using ZOOM with the following login information:

https://us02web.zoom.us/j/83177818096?pwd=W5K2e9nJ2Y8usx02h7FtBQYWb5EIqo.1

City of Dayton, Ohio

Request for Proposals

Meeting chat link

https://us02web.zoom.us/launch/jc/83177818096

Meeting ID: 831 7781 8096

Passcode: 905534

Sealed proposals must be received in the Procurement bid email in-box (BIDS@DAYTONOHIO.GOV) by time/date as

indicated in Section 1.02 (RFP Schedule). Proposals received after the scheduled date/time will not be considered. All

supporting materials and documentation must be included with the proposal. The responsibility of timely delivery lies solely

with the proposer.

The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or to accept the

proposal(s) which in the judgment of proper officials, is in the best interest of the City. The City reserves the right to accept

a part or parts of a proposal unless otherwise restricted in the RFP or issue subsequent RFPs. The City reserves the right to

approve or reject any sub-Contractors proposed for work under this proposal or waive any minor irregularities

The City reserves the right to select the successful vendor once all proposals are received, without seeking further

information for clarification from proposers. Upon review of proposals, the City may designate the most qualified proposals

as finalists. These finalists may be invited to make oral presentations and participate in a question-and-answer session with

the City. The City shall have the right to visit selected user sites, should this be deemed necessary.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be

applicable to this RFP.

The City does not guarantee that any contract will be awarded because of this RFP. If a contract award is made but the

contract is not executed, the City does not guarantee that the contract will be re-awarded.

1.06 REQUIRED PROPOSAL CONTENTS. All brochures and supplemental documentation shall be included with the

original and all copies. If not, the proposal may be considered as non-responsive. Proposers are required to submit the

following information in their proposal:

• Letter of Transmittal. The proposer shall provide a transmittal letter with authorizing signature for the

proposal. The letter must briefly summarize the vendor’s ability and willingness to perform the services

required by the RFP. The letter must be on the form provided in Exhibit A.

• Company Profile and Background. Provide the following information:

o Location – The street address of the proposer’s company headquarters.

o Local Office of Proposer – Provide the location of the proposer’s office nearest to Dayton,

Ohio. Include the local office, a contact name, address, telephone, and fax numbers.

o Company’s Primary Business – State the proposer’s primary business, the number of

years in the proposer’s industry, and the number of employees assigned to these related

activities.

o State the legal make-up of your company: sole proprietorship, partnership, corporation,

etc.

o Please list any Lawsuits that you are currently engaged in. Please provide any and all

suits either with the City of Dayton or any other Municipalities (include, but not limited to

Federal, State, Local or other Municipalities and Governmental agencies).

• Key Personnel Information. Provide the name, title, mailing address, telephone number and e-mail address

of the persons who will function as the City’s primary contact and back-up contact person. Provide brief

resumes/qualifications of personnel who will be primarily involved in this project. Include any certifications

earned, special training taken, and memberships in professional groups. Complete Form found in Exhibit A.

• Proposal Response as per Section 2.

• Statement of Exceptions to RFP requirements. Provide a detailed description of any exceptions taken to

the requirements of this RFP, including the City Standard Terms and Conditions in Section 3. Exceptions

shall be referenced to the applicable RFP section/sub-section numbers. Any other departures from the city’s

RFP are to be identified and failure to do so shall make the proposal non-responsive. City’s standard Terms

for Payment are Net 30 days from date of invoice once the project is complete, unless otherwise negotiated.

If you cannot comply with this, please state any changes in the Statement of Exceptions to the RFP

Requirements

• References. Provide a list of references on form provided as Exhibit B. The City is particularly interested in

contacting your governmental clients in the state of Ohio.

• Attachments. Attachments 1, 2, and 3 are required to be completed and returned.

1.07 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY.

City of Dayton, Ohio

Request for Proposals

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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RFP 26-015WTWE Advanced Metering Infrastructure (AMI) System and Implementation Services

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