Emporia Water Meter Installation, Meter GPS, and Lead and Galvanized Service Line Survey

Description: General Scope of Work Emporia is seeking proposals to complete the installation of water meters ranging in size from 5/8 inch to 12 inch, replace meter setters, meter pit/tile/box replacement, surveying pit locations, and lead and galvanized service line survey. Proposals shall include qualifications, descriptions of similar projects, resumes of key staff who would be assigned to the project, at least three (3) current or former client references, and the proposed timeframe for installation to be completed. Four hard copies, or one digital copy, shall be provided by the date and time listed below. RFP REQUIREMENTS All Proposals in response to the RFP must be submitted by the time indicated above, must use the provided material, must be complete, and shall be placed in a sealed envelope, with the following markings placed on the outside front: "Emporia Water Meter Installation Project" The respondent's name and address shall also be indicated on the outside envelope. Emporia reserves the right to reject RFP responses. Introduction Emporia is in Lyon County. Currently Emporia has over 24,000 citizens and has approximately 9,240 water meters. Emporia has residential, commercial, industrial, and wholesale customers located within the corporate limits. Emporia utilizes a Mueller AMR system (drive-by), that is approximately 12 years old, and we have purchased a Neptune AMI system (fixed-base). Emporia currently has 5/8-inch thread residential meters that are being replaced with 3/4 -inch thread meters in this installation project. The intent of this RFP is to solicit proposals for the installation of water meters. Emporia wishes to procure services for the installation of replacement water meters: Installation of meters (numbers are approximate): 5/8-inch 7078 3/4-inch 616 1-inch 996 1 1/2 -inch 190 2-inch 267 3-inch 31 4-inch 49 6-inch 7 8-inch 4 10-inch 1 12-inch 1 Replace 5/8-inch meter setters with 3/4 -inch meter setters (Material will be provided by the Emporia) Replace broken meter pit/tile/boxes as need (Emporia will approve prior to work being completed) GPS all meter locations to survey grade (10 cm (0.3 ft) or below) Complete a lead and galvanized service line survey at each meter location. General Conditions Reservations Emporia reserves the right to reject any or all RFP proposals and/or to waive informalities. This RFP is intended to encompass all necessary components for the installation of all water meters and the project scope. Each respondent must include all components and be capable of completing all components of the scope for this RFP. Emporia reserves the right to cancel any contract awarded via this RFP process, if in its opinion, there is a failure to fulfil the Terms and Conditions and/or to adhere to the equipment specifications outlined in this RFP. Any contract termination shall not affect or impair any right or claim of damages by Emporia for any such breach. All material necessary for the completion of this project will be furnished by Emporia. These items include water meters, meter washers, meter installation bolts and gaskets, meter setters, curb stops, meter nut to service line adapters, meter pits/tiles/boxes and lids, and door hangers for customer notification Upon award of the project, Emporia and the selected respondent shall enter into a contract. This contract will detail project expectations and milestones and be the governing document throughout the life of the service agreement. The selected contractor shall have one year after a Notice to Proceed has been issued to complete the installation of the project. Warranty All work shall be guaranteed to be free of defects, due to workmanship, for a period of 1 year. All work will be verified and inspected prior to the submittal of the pay application for any specified period. The effective date of the warranty shall be the date the Project has achieved substantial completion and is accepted by Emporia. Each respondent is encouraged to propose extended warranties for workmanship. Extended warranties will be considered in evaluating the merits of the proposals. If, within the warranty period, any defect or signs of deterioration are noted, which, in the opinion of Emporia, are due to installation workmanship, upon notification, the successful contractor, at its expense, shall repair or replace the same to the complete satisfaction of Emporia. All repairs or adjustments shall be made only at such time as determined by Emporia to be the least invasive and inconvenient to Emporia and its customers. Interpretation Should any respondent have any questions as to the intent or meaning of any part of this RFP, shall contact Dean Grant in writing via email at dgrant@emporiaks.gov a minimum of 72 hours prior to the submission deadline in order to receive a written reply before submitting their response. All replies will be in writing and will include a question and the response. All replies will be provided to all parties who have requested or thereafter request, an RFP packet from Emporia. If in the judgment of Emporia, there is a need to extend and/or cancel the submission deadline to better address any question raised, notice of such extension and/or cancellation of the RFP process will be provided in accordance with Kansas law. Errors in Proposals Respondents are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting their response to this RFP. Failure to do so will be at the respondent's risk. In case of an error in extensions or pricing in the proposal, the unit price provided shall govern. It is solely the responsibility of the respondent to ensure that its response arrives at the proper place and time as required in the RFP. Late submissions will not be accepted. Emporia reserves the right to reject any incomplete or deficient proposals. Federal and State Laws All work shall be performed in accordance with all existing Federal, State, and Local health and safety standards. Qualified Respondents Only Emporia places substantial weight in this RFP process on the ability of the successful respondent to perform at the highest level and to provide an optimum quality workmanship and service before, during and after the completion of the Project. Accordingly, at a minimum, each Respondent shall meet the minimum requirements as follows: Ability/capability to install meter sizes 5/8-inch through 12-inch. Replace meter pits up to 36" in diameter. Replace meter setters. (See picture in RFP document) Survey each meter pit location with survey grade accuracy. Ability to complete a lead and galvanized service line survey on the City's and customer's side of the meter in the meter pit. Proposed installation timeframe (approximately 9,110 meters) The evaluation of this proposal will be based on the following criteria: Previous projects completed (emphasis will be placed on the percentage of larger diameter meters completed) Ability to install meter 5/8-inch through 12-inch in diameter. Warranty Ability to survey lead and galvanized service lines. Ability to survey meter locations to survey grade (10 cm (0.3 ft) or below) Rights of Respondent to Withdraw RFP Submission Respondents shall have the right to withdraw their response if selection is not made within 90 days after the submission date. Proven Installation Ability All references must be from customers of a similar or greater customer count and mix, area of service, terrain, and weather conditions as Emporia. Bonding Requirements Bid Bond - A certified cashier's check, bid bond, or money order made payable to the city, in the amount of 5% of the bid. The bid bond or check of the successful bidder shall be retained by the City until submittal of a performance bond. Performance Bond - A performance bond satisfactory to the City, executed by a surety company authorized to do business in Kansas or otherwise secured in a manner satisfactory to the City for the performance of the work provided for in the contract, in an amount equal to 100% of the price specified in the contract. Payment Bond - A payment bond to the State of Kansas satisfactory to the City, executed by a surety company authorized to do business in Kansas or otherwise secured in a manner satisfactory to the City, for the protection of all persons supplying labor, materials, equipment or supplies to the contractor or its subcontractors for the performance of the work provided for in the contract. The bond shall be in an amount equal to 100% of the price specified in the contract and shall otherwise comply with the requirements of K.S.A. 60-1111. This will be a separate line item on the bid sheet and will be eliminated if it is not needed for the contractor to meet state statute. Insurance Requirements Commercial General Liability insurance on an "occurrence" basis for bodily injury and property damage that may arise out of or result from Contractor's operations and completed operations under the Agreement, whether such operations be by Contractor or by a subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Such insurance shall include each of the following: At a minimum, the following limits and coverages: $1,000,000 each occurrence $1,000,000 personal and advertising injury $2,000,000 general aggregate $2,000,000 products-completed operations aggregate Coverage for ongoing operations, independent contractors, and any persons or entities performing work on behalf of Contractor. Products and completed operations coverage, which coverage shall be maintained in effect for a period equivalent to the statute of repose for the state in which the Project is located. A CG 2503 endorsement (or equivalent endorsement acceptable to Owner) stating that "limits apply per project." Contractual liability coverage to the same or greater extent as covered under ISO commercial general liability coverage form CG 0001 10 04. Contain a severability or separation of insureds clause. Include the owner as an additional insured. Provide that such insurance is primary and non-contributing to any insurance available to the project owners, it's employees, lenders and agents and representatives. Umbrella (Excess) Liability insurance with a limit of $5,000,000 each occurrence more than the liability coverage required of Contractor. Such insurance shall contain a provision that it will not be more restrictive than the primary insurance. Aggregate limits of liability shall apply separately with respect to the Project. Additional insured is following form to the primary. Workers' Compensation insurance, including employer's liability, for all persons whom Contractor employs (or uses as subcontract labor if the Subcontractor is uninsured) in carrying out any Work. Such insurance shall be in strict compliance with the requirements of the most current and applicable workers' compensation insurance laws in effect from time to time in the state(s) where the Work is performed, and shall include the following: Coverage A (Workers' Compensation) - Statutory Coverage B (Employer's Liability) At a minimum, the following limits and coverages: $500,000 for each accident, for bodily injury by accident $500,000 for each employee, for bodily injury by disease $500,000 for each disease policy limit An endorsement that waives all subrogation rights the insurer may have to recover damages against (i) Owner and its agents, officers, directors, affiliates, and employees. Installation Aspects Each respondent shall provide with their submission to the RFP: Meter installation guidelines. A comprehensive project management and installation plan A minimum of three (3) utility systems references where respondent has provided installation and project management services for systems having a similar size, customer count and mix, service area, terrain, and weather conditions as Emporia. Installation Guidelines As part of this RFP, each respondent shall submit pricing for the installation of the water meters and endpoints, replacement of meter setters, replacement of meter pits/tiles/boxes, GPS of meter pit/tile/box location (with survey grade accuracy), customer notification, and lead and galvanized service line survey. In conjunction with any contract which may be awarded in this process, the following provisions will be utilized to establish the basic requirements of the endpoint and meter installation provision. Emporia will place emphasis on the installation of the large meters in this project, and the contractor should plan to install these meters at the start of the project. Installation Responsibilities of the Contractor Customer Notification The contractor will be responsible for the notification of all residential customers, by door hanger, one (1) week prior to the date of the scheduled meter replacement. Emporia will work with the contractor to coordinate notification to all commercial businesses. The contractor will schedule these installations in a manner so as to limit disruption of service. Water Shutoffs The contractor shall be responsible for shutting off the water to each meter service as well as notifying each customer of the water shutoff. Some assistance may be required of Emporia with the notification of its customers. Contractor shall knock on the doors of residential customers as well as leave notifications on their doors. Emporia is home to several large commercial and industrial customers such as schools, hospitals, nursing homes, etc. Special efforts will be made to ensure minimum disruption of service to these and other commercial customers. In order to prevent any damage from running flush valves or any other plumbing fixtures sensitive to water shutoffs, the contractor shall schedule replacements with these customers at times convenient to them and shall notify these customers when turning the water back on at these facilities. Emporia does have some meters, less than 25, that will require the contractor to enter a home or commercial property. The contractor will need to work with Emporia to coordinate the replacement of these meters. Meter Boxes, Vaults, and Roadways The contractor is responsible for repairing any damage it causes to meter pits/tiles/boxes and vaults that result from its work on the Project; however, the contractor will not be liable for pre-existing conditions or leaks. The contractor may install new meter boxes as part of the project as authorized by Emporia, which installation shall be billed per item at a rate established on the bid tad sheet submitted as a part of this RFP. Meter pits/tile/boxes are typically plastic or metal with metal lids, unless a traffic rated box is required. All the necessary parts needed to repair, or replace, pits/tiles/boxes that are deemed in need of replacement by Emporia will be provided to the contractor. Some areas of concrete and other hard surfaces may need to be broken-up to gain access to meters. If this is the case, the affected area will be restored to a condition as close as possible to the condition as it existed prior to installation, and this repair work shall be billed as a project item added under the Contingency Item Section of the RFP Pricing Schedule. All drilling or cutting of holes in the meter pit/tile/box lids, will be performed by Emporia prior to installation of the meters. Disposal Emporia will provide a disposal site for the contractor to dispose of all replaced water meters, meter boxes and related equipment, waste, debris, and materials arising or occurring from the installation of components associated with the Project. The contractor shall collect all such equipment, material and debris from the work area and deliver such to the collection/disposal site designated by Emporia. Emporia will establish a storage location for any salvage material which shall be segregated for future use by Emporia. It is intended that all replaced meters, meter boxes and related equipment, material and debris shall be and remain the property of Emporia; however, Emporia may consider a salvage credit or off-set proposed by contractor in its proposal. Any such salvage credit or off-set shall be separately indicated in the proposal submitted as an option for Emporia to consider at a rate established under the Salvage Item Section of the RFP Pricing Schedule; however, contractor should be cognizant that Emporia may not determine to include a salvage off-set in awarding the contract and may determine to retain all such equipment to salvage and/or dispose of as it deems appropriate. Liability The contractor shall be responsible for any damages associated with its work on the Project and shall indemnify, defend, and hold harmless Emporia, its officers, officials, agents, and employees from any claims arising from contractor's acts or omissions related to its work on the Project. Any damage incurred will be promptly repaired at the expense of the contractor. The contractor shall not be responsible for pre-existing damage except for any additional damage caused by the contractor's work under the Project. The contractor should document pre-existing damages prior to beginning work at that location and notify Emporia accordingly. In the event the conditions are unable to be reasonably anticipated to include on the pricing schedule, the contractor and Emporia shall negotiate the cost for the same before the contractor performs any such work in this respect. Non-Covered Work The scope of this Project contemplates a standard meter change out. If conditions at a location require nonstandard work i.e., move a service location etc., move fences for or other customer structures and/or items for access, install systems in heavy traffic locations alleys, parking lots, resize or re-plumb services, etc., the contractor and Emporia will resolve such issues before the contractor proceeds with work at such non-standard location. The contractor should include labor pricing for non-standard meter installation as a project item added under the Contingency Item Section of the RFP Pricing Schedule. In the event the conditions are unable to be reasonably anticipated to include in the pricing schedule, the contractor and Emporia shall negotiate the cost for the same before the contractor performs any such work in this respect. Data Management Meter Pit/Tile/Box and Vault GPS Location - The contractor shall be required to acquire the GPS location of all meter pits/tiles/boxes and vaults, with equipment that can deliver survey grade accuracy (10 cm (0.3 ft) or below). The water meter GPS data should come in a format that can be uploaded and edited in ArcGIS, such as geodatabases and shapefiles. The projected coordinate system for the GPS data will be NAD 1983 StatePlane Kansas South. This information will be delivered monthly to Emporia Meter Data - The contractor shall be required to provide the following: Old meter reading Old meter serial number New meter serial number Photo of installed meter, transmitter, and box Installation date Name of installer Meter size The above data must be delivered weekly to Emporia in an electronic/digital format that is compatible with Emporia's billing system. Responsibilities of Emporia during Installation Owner-Furnished Data Emporia will provide the contractor with reasonably available technical data in its's possession, including previous reports, maps, surveys, and such other information for contractor to perform the work. Emporia will identify the location of meters and will endeavor to locate the meter location in a timely manner. Owner-Furnished Materials Water meters, meter washers, meter installation bolts and gaskets, meter setters, curb stops, meter nut to service line adapters, meter pits/tiles/boxes and lids, and door hangers for customer notification. Access to Facilities and Property Emporia shall make its system facilities and properties available and accessible for inspection by the selected contractor. Emporia Cooperation Emporia acknowledges that its support is critical to the timely and effective implementation of the work and will provide such assistance as and when necessary, in a timely manner. Staging Area Emporia will provide the contractor with space in the yard at the Public Works Center for setting up an office (if needed), as well as a place to park vehicles associated with the replacement project. Timely Review Emporia shall examine all invoices and inspect all completed work by contractor in a timely manner, and such invoices will be submitted within 30 days of approval by the City's Public Works Director. Regardless of any delay by Emporia in this respect, the contractor shall not delay work on the Project.

Division 33 -

Utilities, Instrumentation and Control for Utilities, Water Utilities, Water Utility Distribution Piping, Water Utility Distribution Equipment, Disinfecting of Water Utility Distribution, Water Utility Storage Tanks.