Water Meter Changeout Program ( #24PW006 )

Agency:	City of Prescott
State:	Arizona
Type of Government:	State & Local
Category:	66 - Instruments and Laboratory Equipment Z - Maintenance, Repair or Alteration of Real Property
Posted:	Oct 12, 2023
Due:	Nov 16, 2023
Solicitation No:	#24PW006
Publication URL:	To access bid details, please log in.

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Request for Proposal

For

Water Meter Changeout Program

MAYOR AND COUNCIL:

Phil Goode, Mayor

Connie Cantelme, Council Member

Brandon Montoya, Council Member

Eric Moore, Council Member

Cathey Rusing, Council Member

Steve Sischka, Council Member

Clark Tenney, Council Member

CITY CLERK:

Sarah Siep

PUBLIC WORKS DIRECTOR:

Gwen Rowitsch

Request for Proposals (RFP)

Water Meter Changeout Program

DESCRIPTION: The City of Prescott is requesting proposals from companies for water

meter replacements. This is part of a water meter changeout program with time restrictions.

Both Residential and Commercial meters will be replaced in-kind with the equivalent sized

Badger Recordall Meter with a HR-E Encoded register along with a cellular Endpoint. The

City currently has a contract in place to supply the endpoints and Badger Meters. There are

an estimated 25,000-meter connections and all must be replaced over a 5-year period. The

project has time restraints, and all work must be completed by June 2029. To meet the time

restraint, it is expected the company/contractor will replace 500 to 600 meters and endpoints

every month.

BID OPENING: Thursday, November 16, 2023, at 2:00pm City Council Chambers 201 N.

Montezuma Street, 3rd floor, Prescott, Arizona 86301

In accordance with local and State law, sealed bids will be received by the Office of the City

Clerk at 201 N. Montezuma Street, Suite 302, Prescott, Arizona 86301, until 2:00pm on

the date specified above, for the services specified herein. Bids will be opened and read aloud

at the above noted date, time, and location. Any bid received at or after 2:00pm on the

referenced date will be returned unopened.

The City of Prescott reserves the right to accept or reject any or all bids, and/or some or all of

the alternates bid, and waive any informality deemed in the best interest of the City and to

reject the bids of any persons who have been delinquent or unfaithful in any contract with the

City.

This solicitation, full submittal information and any addenda are available free of charge on

the City’s website at http://www.prescott-az.gov/business-development/purchasing/bid-

listings/.

PUBLISH: October 15th and 22nd, 2023

Request for Proposals (RFP)

Water Meter Changeout Program

TABLE OF CONTENTS

GENERAL INFORMATION ............................................................................................................... 4

A. DESCRIPTION OF WORK........................................................................................................... 4

B. SCOPE OF SERVICES/ITEMS FOR PURCHASE .......................................................................... 4

C. PROPOSED PROJECT SCHEDULE ............................................................................................. 6

D. REQUESTS FOR INFORMATION ................................................................................................ 6

II. SUBMITTAL REQUIREMENTS ....................................................................................................... 7

A. PROPOSAL REQUIREMENTS..................................................................................................... 7

B. INSTRUCTIONS FOR SUBMITTAL FORMS ................................................................................ 7

C. DISCLOSURE ............................................................................................................................. 8

D. PROPRIETARY INFORMATION ................................................................................................. 8

E. DELIVERY OF SUBMITTALS ..................................................................................................... 9

III. CONTRACT NEGOTIATION AND AWARD..................................................................................... 9

A. OVERVIEW ................................................................................................................................ 9

B. AWARD OF CONTRACT ............................................................................................................ 9

C. INSURANCE REQUIREMENTS ................................................................................................... 9

IV. TERM OF CONTRACT .................................................................................................................. 12

V. TERMINATION OF CONTRACT ................................................................................................... 12

VII. PROTEST POLICY ........................................................................................................................ 12

VIII. STANDARD INFORMATION.......................................................................................................... 12

IX. ARPA TERMS AND CONDITIONS ............................................................................................... 17

General Services Contract ..................................................................................................................... 21

Form A – Solicitation Response Cover Sheet ..................................................................................... 31

FORM B – PRICE SHEET .......................................................................................................................... 32

PRICE Sheet PAGE 2 ................................................................................................................................ 33

FORM C – BID CERTIFICATION .............................................................................................................. 34

FORM D – NON-COLLUSION CERTIFICATE .......................................................................................... 35

FORM E – CERTIFICATE OF OWNERSHIP.............................................................................................. 36

FORM F – BIDDER QUALIFICATIONS, REPRESENTATIONS AND WARRANTIES ................................ 37

FORM G – SUBCONTRACTORS LIST ....................................................................................................... 40

I. GENERAL INFORMATION

The City of Prescott will be conducting a water meter replacement program. Both Residential

and Commercial meters will be replaced in-kind with the equivalent sized Badger Recordall

Meter with a HR-E Encoded register along with a cellular Endpoint. Along with new Polymer

MAG #1 - #4 Meter Box Lid. The city currently has an estimated 25,000-meter connections

and all must be replaced over a 5-year period. This project is time restrained so all work must

be completed by June 2029. The City of Prescott, to meet the time demand, expects to replace

500 to 600 meters and endpoints every month. Ferguson Waterworks will supply the endpoints

and Badger Meters.

A. DESCRIPTION OF WORK

The purpose and intent of this request for proposal (RFP) is to find a qualified contractor

to provide water meter replacement and installation services for the City of Prescott. The

proposal is required to meet the scope of services detailed within. The successful vendor

will be awarded a five-year contract to complete the entire project.

Estimated Quantity & Sizes of Meters:

Total Meters by Size

5/8 X 3/4

1.5"

Total

21,599

2,892

380

540

25,502

B. SCOPE OF SERVICES/ITEMS FOR PURCHASE

The company/contractor will need to meet the following requirements. Please ensure that

this information is given in the attached forms A-F that are required. If additional pages

are needed, please utilize your company letterhead to provide this information.

 The company/contractor will need to have a paperless work order system that will record

addresses of the new and removed water meter, final and new meter read, before and

after photos and the serial numbers of each meter and endpoint. This database will be the

final deliverable report.

 The company/contractor must ensure to follow the strict timeframes to not interfere with

the billing schedule. This will be provided to the awarded company/contractor.

 The company/contractor will need evidence that they have completed or are currently

working on at least four (4) meter change out programs for cities or communities of at

least 10,000 water meters or more. Please list in Form F.

 Must have experience working with rural communities. Please let us know in Form A or

on company letterhead the rural communities they have worked in Arizona.

 The selected company/contractor shall have an office in Arizona.

 The Crew will need to be able to speak clearly, concisely and be respectful with

customers, if interaction is needed.

 The Crew must have a clearly visible uniform or nametag stating the company /

contractor’s name.

 Most meters will be changed during business hours of 7:00am to 3:30 pm. The selected

contractor will have to work with some critical businesses such as hospitals, schools,

medical centers, etc. for night or weekend meter changeouts. The selected contractor will

inform the City Water Operations at least forty-eight (48) hours in advance for these

schedules, otherwise the schedule will need to be replaced with an area that can be

accommodated to ensure to meet the time restraint for this program.

 Some meters will not be changed out, only the endpoints and lids. The meter will not be

changed out if it is a newer Badger Recordall disc series or compound meter with an

encoded register and the following criteria:

o 5/8 X 3/4 with less than one hundred thousand (100,000) total gallons.

o 1” with less than three hundred thousand (300,000) total gallons

o 1.5” With less than five hundred thousand (500,000) total gallons

o 2” with less than five hundred thousand (500,000) total gallons

o 3” with less than one million (1,000,000) combined total gallons

o 4” with less than one million (1,000,000) combined total gallons

o 6” with less than two million (2,000,000) combined total gallons

o 8” with less than three million (3,000,000) combined total gallons

 Lids will be replaced with a Polymer MAG #1 - #4 with 2” AMI hole and Anti Float /

Black in Color with a 20,000-pound rating.

o The old lids will need to be turned into the City for recycling at the Water Facility

located at:

1481 Sundog Ranch Road

Prescott AZ 86301

 Contractor will install each endpoint through the meter box lid changing out the lid with

the proper Poly lid which will be purchased by the vendor and installed.

 Must provide an updated list of meter changeouts with all the information listed above by

3:30pm, Thursdays.

 If the meter box needs to be replaced or dug out, the contractor is responsible for

removing dirt or debris off-site of meter changeout locations. Dirt can be disposed of at

City of Prescott water operations located at 1481 Sundog Ranch Road. No dirt or debris

will be left at meter changeout locations.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Water Meter Changeout Program ( #24PW006 )

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