7484 SOWScope of Work
RFP 7484-Meter Reading
Project Name: Water Meter Reading Services
Description:
The City of Denton, Texas, is soliciting proposals for Water Meter Reading Services for an
annual contract. The City is seeking proposals from qualified professional services contractors
to provide these services as well as related customer service activities. As of July 1, 2020, the
City of Denton has 39,000 meters ranging in size of 5/8” through 8” and a population over
130,000. The meter readings consist of manual reads and touch pad reads for larger
commercial meters. The City’s goal is to improve operational efficiencies in meter reading
accuracy and improve the process in which meters are read. For the purposes of this scope
reads should be priced based on manual reads as well as touch pad reads, and unit pricing
should be given for each. Of the 39,000 meters in the system 36,000 are read manually and
the remaining 3,000 are read using touch pads.
Purpose
The purpose of this solicitation is to select a qualified Professional Service Contractor
(“Contractor”) to provide meter reading services and some customer service-related activities
that meets the needs of the City of Denton.
Scope of Work:
The services to be considered for this proposal are outline below:
City of Denton will provide handheld devices to collect field data. The contractor is
prohibited from tampering with, altering or adjusting City owned equipment. Contractor
is responsible for proper care and safeguarding any equipment provided by the City
and will be financially responsible for damage, loss or tampering with them.
Maintenance of units will be the City of Denton’s responsibility.
The Contractor shall obtain data collection devices from the City each day meters are
being read and return the data collection devices daily upon immediate completion of
each route.
Contractor shall read all meters monthly with an average of 350 meter reads a day.
There may potentially be a penalty charged (cost of each meter read) for falsifying
meter reads which will be included in the City contract signed by the Contractor
Contractor will be required to validate questionable reads and repairs through the
hand-held device by using skip and trouble codes including but not limited to:
Previous read greater than current read
Current read too high/low, compared to prior read
Broken or inoperable meter
Visual observation of vacancy of the house
Can’t verify meter number
Bad dog (safety hazard)
Locked gate
Meter pulled
Car on top
Bees in box (safety hazard)
Gun pad broke
Meter glass issue
New construction
Broken register
Obscured register
Meter Box missing lid or lock
Meter Box to high or low
Safety Concerns with meter boxes (i.e., meter box lid missing or not setting straight
in sidewalks, broken lids)
Contractor shall note “Stopped or Stuck” meters on all accounts when reading. This may
require reviewing meter status (on/off), vacancy of property (visual Check). Contractor
shall report suspected malfunctioning meters to the City for all repairs. The meter
readers currently notify the Water department of F (flow) NF (no flow) and WP (water
present) and NW (no water present) and the contract should be able to continue this with
this process
Contractor shall check/identify potential illegal connections that have any type of
connection around the meter (Jumper) to the City immediately upon discovery.
Contractor shall properly close and seat all meter box covers/caps/lids after work or
reads are completed.
Contractor shall report on work orders all meters or meter boxes that impose an
impediment to obtaining the meter read.
Contractor shall notify the City’s billing coordinator of any visible meters that do not show
up on the handheld (route given).
Project Management
The City currently has routing configurations for reads and billing cycles as well as reading
equipment for the contractor to utilize. Contractor will provide vehicles, radios, cell phones
and any other equipment deemed necessary by the Contractor to fulfill the scope of the
Contract.
Work Tasks and Expectations
Work Hours will be from 0630 to 1530 Monday through Friday
City of Denton will provide parking spots for vehicles utilized for meter reading activities
only for the City of Denton for both the contractor employee and the company vehicle.
City of Denton will be invoiced on a per accurate meter read per month
City of Denton will provide a City contact for emergency calls and questions
regarding our system and the reads and dangerous situations.
City of Denton will provide appropriate keys, working gun/senses pad
readers and tubes.
Contractor will provide a supervisor that is managing the contractor’s
personnel involved in executing this Contract. Problems encountered in the
field will be reported to the City promptly. A list of contractor’s employees
will be maintained and supplied to the City upon any change. The
supervisor shall be the City’s point of contact in the event of questions
Contractor will also be requested to follow most of the City of Denton’s
established processes. The Contractor may make recommendations to
improve our process to improve efficiency for evaluation and adoption at the
City’s sole discretion.
Contractor will be provided with an Employee Identification badge for each
contracted employee with a photo that would be required to be carried on
person at all times while working in the capacity for the City. ID badges
must be returned upon employee separation from employment with the
contractor. The Contractor must report employee separations to the City
one (1) business day prior to a planned separation, and within one (1)
business day following an unplanned separation so that badges and
permission for those badges may be adjusted accordingly.
Uniforms must be worn and will be the responsibility of the Contractor and
approved by the City. Meter readers must wear these while performing work
for the city and in the field. The cleaning and upkeep of the uniforms will be
the responsibility of the Contractor. Contractor employees will maintain a
neat and clean appearance while providing these services. Torn, worn or
soiled uniforms shall not be worn while performing the responsibilities
defined in this contract. The City reserves the right to inspection of the
uniforms and can require the contractor to replace them if deemed to be
damaged. Additionally, the meter readers are required to wear highly visible
vests that clearly shows “City Contractor” or “DME Contractor” as a safety
measure.
Contractor is responsible for providing all safety equipment required by
applicable law, statute and/or code.
Contractor is responsible for ensuring that the employees have a valid
Texas driver’s license.
Contractor is responsible for providing transportation with valid insurance for
the employees.
Contractor vehicles will be maintained by the contractor, have a clean
appearance and be mechanically sound. Contractor vehicles should include
appropriate identification approved by the City clearly indicating their use for
Meter Reading for the City. The City will provide vehicle magnets for meter
readers and require that they return them if the contractor switches
personnel.
Any supplies and materials not mentioned but that the Contractor deems
necessary to complete the tasks will be the responsibility of the Contractor.
Hiring and Training
Contractor will provide trained personnel to complete necessary work and will ensure that its
employees have the necessary skills, knowledge, training, and experience to perform meter
reading tasks accurately and safely.
Supervision
Contractor is responsible and will provide supervision of all Contractor Personnel. Problems
encountered in the field that could result in reading delays will be immediately coordinated
though the City’s management team. Contractor will provide the City with a list of all
supervisory personnel assigned to this project with cell numbers for contact purposes.
Contractor Supervisors will respond to City Staff personnel within thirty (30) minutes during
normal working hours.
Substance Abuse
Contractor’s employees are prohibited from consumption of or being under the influence of
alcohol or illegal substances during working hours. Contractor employees are also required to
follow City policy which prohibits smoking and tobacco use while on duty on city property.
Customer Relations
Contractor is responsible for ensuring that all customers and their property are treated in a
courteous and professional manner.
Health and Safety
Contractor will be liable for the health and safety of Contractor’s employees while performing
these services for the City.
Pricing
Description Price Per Read
1 Full Time Equivalent Meter Reader for conducting water meter
reading services
Potential grading scenario
Experience, qualification, past performance 35%
Understanding needs and methodology to accomplish work 35%
Pricing 30%