HomeMy WebLinkAbout2002 07 22 Regular B Meter Reading Services
DOCUMENT 0 1 d- d- ~oOd.
NAME: Date
ex.: 02 28 2004
CITY OF WINTER SPRINGS, FLORIDA
NEW DOClUMENT SLUt SHEET
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ITEM TYPE: Awards & Presentations
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(~guli0
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MEETING TYPE:
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City Commission
B
LetterINumber
15\
L"..1
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D: Duplexed Sheets
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COMMISSION AGENDA
ITEM B
Consent
Informational
Public Hearin
Re ular
x
July 22. 2002
Meeting
_ru- ~
Mgr. / Dept.
Authorization
REQUEST: The Finance Department is requesting authorization to piggyback off of the City
of Casselberry's contract for Meter Reading Services.
PURPOSE: The purpose ofthis Board item is to request authorization to piggyback off of the
City of Casselberry's contract with Severn Trent-Avatar Utility for contract meter
reading services at a cost of .645 cents per read payable from the Utility Billing
Division of the Finance Department and reimbursed by the Utility Enterprise
Fund.
CONSIDERATIONS:
The Finance department currently supervises the Meter Services Division. It is the desire of the
Finance Department to remove itself from the daily supervision of the Meter Services Division.
It is the desire of both the Utility Department and the Finance Department to contract out the
meter reading function.
The Meter Services Division currently consists of 2 Service Technicians and 3 Meter Readers.
Should the Commission grant approval to contract out the meter reading function, the 2 Service
Technicians will transfer to the Utility Department. The Technicians will continue to perform
the same job duties; however, it is anticipated that the duties will be better coordinated for
ultimate customer satisfaction. The 3 Meter Readers will be transferred to 3 open Maintenance
Worker positions in various departments which results in a higher paygrade and a corresponding
5% increase in pay for these 3 employees.
The Meter Services Division has been supervised by the Utility Services Billing Manager. The
Manager will monitor the performance of the meter reading services by the contracted company
July 22, 2002
Regular Agenda Item B
Page 2
and continue to be responsible for the daily upload and download of the readings as well as
generation of the meter re-read list.
A cost benefit analysis proves that the change to contracted meter reading will not provide any
annual personnel or operating cost savings or incur any additional costs. From a quantitative
point of view the change is basically a wash. However, the contracted company will provide its
own vehicles for their employees which in turn free's up 3 trucks and 2 golf carts for use
elsewhere or sale.
From a qualitative point of view, Finance management is likely to save substantial time and
energy related to personnel matters. Hence, the desire for the change.
FUNDING:
Funding is payable from the Utility Billing Division ofthe Finance Department at a cost of .645
cents per read and reimbursed by the Utility Enterprise Fund.
RECOMMENDATION:
It is recommended that authorization be granted to piggyback off of the City of Casselberry's
Contract # P-OO-02 with Severn Trent for meter reading services at a cost of .645 cents per read.
ATTACHMENTS:
1. Severn Trent Letter of Agreement with the City of Winter Springs
2. City of Casselberry Contract #P 00-02
3. List of Severn Trents Current Meter Reading Contracts
4. Cost/Benefit Analysis
5. Meter Services Budget - Before and After Contract
COMMISSION ACTION:
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07/09/02 10:42 FAX 9547410450
Se'vern Trent Ava -t~.. CASSELBERRY
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Ms. Louise Frangoul
City of Winter Springs
1126 East State Road 434
Win1er Springs, FL 32708
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Severn Trem-Avatar
Utility Servicee, LI.C
4891 NW 103 Ave. #14
Sunrise, FL 3335'
Tel 954 741-0803
Fax 954 7414150
July 9, 2002
Dear Louise:
This lettBr is to servo as our Agreement regarding Contract Meter Reading with the City of Winter Springs.
The City has elected to piggyback to our City of Casselberry Contrad (copy attad'led) at the current rate of
$.645/meter, the price of our manual reads on that contract, for all reads in Winter Springs, regardless of
touch or manual. All other Terms and Conditions to subject Casselberry Agreement will apply.
Once this agreement is signed, we will begin reading your meters within 45~ days. if not sooner. I will
WClf1( closely with you in our training agenda to make the transition as smooth as possible.
I will also provide you with our current prices for other meter services that may prove mutually beneficial.
If you agree with the above, please sign below and mail to 4891 NW 1 03ra Avenue, Suite 14, Sunrise, Fl.,
33351, or fax to 954-741-0450.
If you should have any questions, please call me at 1~ea..e96-1~.a6. We /ook forward to woOOng with you
and having a long successful relationship.
Si?~(~
Oscar A. Varona, Manager of Meter Reading Services
Severn Trent-Avatar Utility Services, LLC
Louise Frangoul or other City of Winter
Springs Authorized Representative
cc: Mike Acosta, David Tinoco, Rita Varona. Brooks EIUs
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RFP - #P 00-02
AGREEMENT
THIS AGREEMENT, mode os of the ;d- day of ~ . 2000. by
and between the City of Casselberry, Florida, hereinafter referred to as owner, and Severn Trent-
Avatar Utility SelVices, hereinafter referred to as SQ1}tractoL
WITNESSETH:
That the Owner and the Contractor, for the considerations stated herein, agree as fonows:
2. SCOPE OF WORK
The Contractor shall provide and furnish all the necessary labor, supexvision, material,
tools, expendable and permanent equipment and all utility and transportation services required to
perform and complete in a workmanlike manner, all of the work described in the City of
Casselberry request for Proposal #POO-02 "Meter Reading Services" fur the City of Casselberry,
Florida.
All work shall be perfonued in strict accordance with the Terms, Conditions, and
Specifications Contained in Exhibit "1" and in strict compliance with the Contractor's proposal
as accepted, attached hereto as Exhibit "2" and incorporated herein by this reference and with the
other Contract Documents herein mentioned which are a part of this Agreement.
3. THE CONTRACT PRICE
The Owner shall pay to the Contractor, and the Contractor shall accept, in full payment
for the perfomtance of this Agreement, subject to any additions or deductions provided for
hereby, in current funds for work performed in accordance with the schedule of unit prices
attached hereto and made a part of this agreement.
Payments are to be made to the Contractor in accordance with and subject to the
provisions embodied in the other documents, which are a part of this Agreement.
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4. ~UTBORITY &:ND RESPONsmlLITY OFTHE OWNER
All Work shall be done under the general supervision of the Owner. The Owner shall
decide any and all questions which may arise as to the quality and acceptability of materials
furnished, work performed, rate of progress of work, interpretation of Specifications, terms and
conditions, and all questions as to the acceptable fiJlfillmenl of the Agreement on the part of the
Contractor. These provisions shall not release the Contractor from any Contractor responsibility
contained herein.
5. CONTRACT DOCUMENTS.
This Agreement comprises the Contract Documents listed herein below~ In the event that
any provision of one COlltract Document conflicts with the provisions of another contract
Document, the provision in that Contract Document first listed below shall govem, except as
otherwise specifically stated:
a. Agreement (this instrument)
b. Invitation to Bid #P 00-02
c. Instructions for Bidders
d. Tenns, Conditions and Specifications -E~hibit one (1)
e. List of References
t: List of Subcontractors
g. Company Information
h. Proposal Bid Form # P 00-02 -Exhibit two (2)
6. IN WITNESS WEREOF, the Parties hereto have caused this instrument to be executed
in three (3) original counterparts the day and year first above written:
(Witness)
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Print Name
Title:
(Witness)
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;X;..I~L- If.. /YI~jJ/'erSON
Print Name
Owner: City of Casselberry
By: ~{?~~
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CITY OF CASSELBERRY
Purchasing Department
9S Triplet Lake Drive
Casselberry, F'1orida 32707
(407) 262-7700
INVITATION TO BID NO. RFP# POO-02
Febl1.lat)' II, 2000
TO: All interested business, firms, corporations, partnerships, or individuals deaJing in "Meter
Reading Services".
The City of Casselberry solicits your Proposal for Meter Reading Setvices.
Proposals must be submitted on the attached bid fonn. Proposals must be received by 12:00 p.m.
(noon local time) on Thursday March 16) 2000.
SPECIAL CONDITIONS "PUBLIC ENTITY CRIMES"
"A person or affiliate who has been placed on the convicted vendor list following a conviction
for a public entity crime may not submit a bid on a contract to provide any goods Of services to a
public entity, may not submit a bid on a contract wjth a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287,017, for CATEGORY nvo for
a period of 36 months from the date of being placed on the convicted vendor list."
IF MAILING BIDS,
MAIL TO:
City of Casselberry
Finance Department - Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
IF DELIVERING BID IN PERSON,
DELIVER TO:
City of Casselberry City HalJ
Finance Department - Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
Sealed envelopes should be plainly marked on the outside: RFP# POO-02, Meter Reading
Setvices. All bidders, their agents or representative are invited to be present at the bid opening
scheduled to begIn at 2:00 p.m., on Tburflday March 16,2000.
The City reserves the right to accept or reject any or all proposals, with or without cause, to
waive technicalities, Of to accept the proposal which in its best judgment best serves the public
interest under all circumstances. Late proposal will be returned to sender unopened.
Sincerely,
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George Millmann
Purchasing Agent
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Request for ProDosal: RFP# P 00-02
Meter Reading Services
InstructlDns for Bidders
Sealed proposals will be received by the City of Casselberry, Casselberry Florida at
Casselberry City Hall Wltil March 16,2000 at 12:00 p.rn,
Proposal should be made on the bid proposal form provided herein. Proposals submitted
on any other format shall be disqualified. Proposals shall be sealed and plainly marked
on the outside of the envelope RFP# POO-02 Meter Reading Services.
Proposals received after the specified time will not be considered and will be returned
unopened.
Mail or deliver proposals to the following address:
City of Casselberry
Finance DepartmentJPurthasing
95 Triplet Lake Drive
Casselberry, Floridll32707
Unsigned proposals will be considered incomplete and subject to rejection.
Proposals having erasures/corrections must be initialed in inle. by the proposer. In case of
errors in extensions, unit prices will govern.
By signing the proposal, the proposer agrees that the proposal is made without any
misWlderstanding, agreement, or connection with any other person, firm, or corporation
making a proposal for the same purpose; and, that the proposal is in all respects fair and
without collusion or fraud.
It is agreed by the undersigned proposer that the signing and delivery of this proposal
represents the proposers acceptance of the tenns and conditions of the foregoing
specifications and provisions; and. if awarded the contract by the City, will represent the
agreement between the parties.
Proposals will be publicly opened and read aloud in the Finance Conference Room,
Casselberry City Hall, 95 Triplet Lake Drive Casselberry, Florida 32707 at 1:00 p.m.,
Thursday March 16, 2000. All proposers responding to this request will be notified in
writing as to the final outcome of this process. It is anticipated that notifications will be
mailed within three (3) weeks of the contract being awarded.
Please check your prices before submission of bids, as no change in prices will be
allowed after bid opening. Do not use pencil when inserting prices, use ink or typewriter
only. Be sure all required bid sheets are signed.
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Any clarifications/changes will be through written addendum only issued by the office of
Purchasing.
All items quoted must be in compliance with all specifications.
The City reserves the right to increase or decrease quantities in these specifications.
Failure to comply with these specifications and instructions will result in disqualification
of your proposal.
Manda.tory site inspection is required. The Cities representative for this contract will be
Bill Solomonic, Customer Service Supervisor. Please contact him at (407) 262-7100 elltt.
1114 to arrange for site inspection.
The City reserves the right, at its sole and absolute discretion, to reject any or all bids, or
to accept that Proposal which, in its judgment. will, under all circumstances, best serve
the public interest of the City of Casselberry. Cost of submittal of this bid is considered
an operational cost of the bidder and shall not be passed on to, or be borne by, the City of
Casselberry, Florida.
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CITY OF CASSELBERRY
IERMS AND CONDITIONS
The City of Casselberry is seeking a firm, for Meter Reading Services. The firm awarded this
contract must meet or exceed aU terms, conditions and specifications of the City of Casselberry.
The bid will be for a period of two (2) years at a fixed price. HOWEVER, by mutual consent of
the City of Casselbeny and the successful bidder, the contract for Meter Reading Services may be
extended for two (2) additional one (1) year periods. This option will be in written notice.
This contract may be cancelled in whole or in part by the City or the Contractor (5) upon giving at
least thirty (30) days 'Mitten notice prior to cancellation; except that non-performance on the part
of the contractor(s) will be grounds for tennination. Tennination will take place within five (5)
days of notification.
The company(s) awarded this annual contract is encouraged to pennit any other governmentaJ
agency in the area to participate in the contract under the same Terms and Conditions.
1. Attach proof of proper license and trade certifications.
2. The firm awarded this contract agrees to comply with all laws, codes, rules & regulations
bearing on the conduct of work, including those of the Federal, State, County, and City of
Casselberry.
3. The contractor shall assume liability for damage or loss resulting from wrongful act(s) or
negligence of its employees, agents, or sub-contractor or its insurer shall reimburse the City
for any damage or loss within thirty (30) days after a claim is submitted.
4. Insurance reoWrements; Upon award the successful bidder shall be required to obtain and
furnish to the City of Casselberry, prior to the contract being effective, Certificates of
Insurance approved by the City with the following minimum coverage: All insurance policies
shall be with insurers with an acceptable rating, registered and licensed to do business in the
State of Florida.
I.
Workmen's Compensation Insurance:
$100,000/$500,000
II. General Liability - $1,000,000 minimum to include:
8. General Aggregate
b. Products - Complete Operations Aggregate
c. Personal & Advertising Injury
d. Each Occurrence
e. Fire Damage
f. Medical Expense (BIlY one person)
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$50,000
$5,000
Ill. The City shall be named as additional insured on all General Liability Policies.
IV. Business Auto Policy: Should have minimum limits of $1 ,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability.
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Terms and Conditions
Meter Reading Services
Pa.ge 2
This shall include owned vehicles, hired and non-owned vehicles and employee non-
ownership.
V. All policies are to be endorsed to include the City as insured. In the cancellation clause,
the word end~vor shall be excluded and the number thirty (30) inserted in the blank
space provided before the word days prior notice. All contractor policies are to be
considered prim81j' to City coverage and shall not contain co-insurance provisions.
5. The contractor will provide name(s) of any sub-contracting finns used; in additions contractor
wiU guarantee that each sub-contractor possess and maintains required insurance.
6. By submitting a proposal, the offerer certifies having fully read and Wlderstands this request
for proposal and certifies full knowledge of the scope, nature, quantity and quaJity of work to
be performed, and detailed requirements of the set"\ices to be provided and the conditions
under which the services are to be perfonned and has made 8 visual site inspection.
1. Figures quoted shall remain finn for forty-five (45) days or until acceptance of the offer~
quoted and agreement signed.
8. Resened Rlahts of the City - The City of Casselberry reserves the right to accept or reject
any or all bids which they may deem to best serve the interest of the City. The right is
reserved to waived technicalities or informalities. Bidder warrants that prices, telIDS and
conditions quoted on this bid will be finn for acceptance for a period of forty-five (45) days
from date of bid opening.
9. Patent Indemnitv - The successful bidder shall indemnify and save hannless the City from
and against all claims, suits, actions, damages or cause of action arising during the term of tile
resulting agreement for any personal injury, loss of life, or damage to property sustained by
reason or as a result of the perfonnance of the work for which the agreement was entered into,
or its agent, subcontractors, employees, invitees, and all other persons, and from and against
any orders, judgments or decrees which may be entered thereto and from and against all costs,
attorney's fees, expenses and liabilities incurred in or by reasons of the defense of any such
claim, suit or action, and the investigation thereof. Nothing in the agreement shall be deemed
to affect the rights, privileges and immunities of the City as set forth in the Florida Statutes
768.28.
10. The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in
bid; Tax Exemption Certificate will be furnished upon request.
11. The City of Casselberry requires that any and all changes to the original contract shall be in
writing and approved in advance by the Purchasing Agent, followed by a written modification
signed by both parties and approved by the City Manager and/or the City of
Casselberry Commission (if required).
12. Award. the City of Casselberry anticipates awarding one (1) contract, but reserves the right
to award more than one if in it's best interest.
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Terms and Conditions
Meter Reading Senic(!$
Page 3
13. Public Records. Upon award reconunendation or ten (10) days after opening, bids become
public records and shall be subject to public disclosure consistent with Chapter] 19,Florida
State Statutes.
14. Payment will be accomplished by submission of invoke, in duplicate with itemization of all
worked performed by location and mailed to:
City of Casselberry
Attention: Accounts Payable
95 Triplet Lake Drive
Cnsselberry, Florida 32707
Once the City representative has approved the invoices, payment will be made within thirt).
(30) days.
15. All labor, materials, supplies, and equipment shall comply with any and/or all applicable
standards including OSHA and the safety and prote~tion of the employees of the
Contractor.
16, Obli2ations of the City of Casselberry - The contractor shall receive all instructions from
Bill SolomoNe or his designee.
17. Manner of Perfofmao..u
17.1 The contractor shall perform all its obligations and functions Wlder this agreement in
accordance with all terms, conditions, and specifications laid forth by the City. The
contractor shall coordinate its activities with the City representative as not to conflict
with any operation or activities scheduled by the City.
17,2 The contractor shall instruct its personnel that no gratuities shall be solicited or
accepted for any reason whatsoever from any City employee or resident of the City of
Casselberry.
17.3 The contractor shan be responsible that any articles found by its employees are turned
over to the City.
17.4 The contractor will abide by All State and Federal Regulations on wages and hours of
an employee.
17.S The contractor shall be responsible for all its employeesl subcontractors and their
aetions during the term of this contract with tbe City of Casselberry.
17.6 The contractor shall keep current all licenses and permits whether Municipal, County,
State. or Federal required for the performance of its obliga.tions and functions
hereunder and shall pay promptly when all ~ become due.
17.7 The City will provide the contractor with office space.
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Terms and Conditions
Meter Reading Services
Page 4
17.8 The firm awarded this contract will provide a implementation schedule. This schedule
must be submitted and approved by the City representative in advance of start date.
17.9 There will be no weekend work unless approved by the City in advance.
17. t 0 The contractor will leave the site clea.t1: clear of debris and safe at all times.
17.11 The City reserves the right to increase or decrease quantities.
17.12 Cost of submittal of this bid is considered an operational cost of the bidder and shall
not be passed on to be borne by the City.
17.13 Please make sure all forms and bid sheets requiring signatures are completed, signed
and returned in a sealed envelope marked on the outside RFP# POO-02 Meter Reading
Services.
17.14 Failure to comply with these specifications and instructions will result in
disqualification of your bid.
18. Evaluation of ProDOsals: Award shall be made to the responsible proposer whose proposal is
determined to be the roost advantageous to the City, taking into consideration the evaluation
factors set forth below:
1. References
n. E~perience of the proposers business and employees of the business.
m. Total Price
IV. The sufficiency of financial resources and ability of business to perfonn this
contract.
V, Manpower
VI. Company History
Vll. Location of Business
Vlll. Such other information as may be requested or secured.
19. InteroretatigJ! of Documents
If any person contemplating submitting a Proposal is in doubt as to the true meaning of any
part of the Specifications or Procedural documents, or finds discrepancies in or omissions in
the Specifications, he may submit to the Owner a written request for an interpretation or
correction thereof. The person submitting the request will be responsible for its prompt
delivery. The purchasing department will review the written request and decide if a addendum
to the proposal needs to be issued. ]f an addendum is issued, it will be malled or delivered to
each person receiving a set of the proposal documents.
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CITY OF CASSELBERRY
Technical Spediacanons
RFP # POO-02
Meter Reading Specifications
The City of Casselberry is seeking a Company experienced in the water meter industry to
read approximately 18,250 water meters per month. The City currently has 11,000
Sensus touch read meters and 7 ~250 manual read meters.
t. Cities ResDOD5ibility:
A. The City of Casselberry will furnish the necessary number of hand-held
electronic meter reading devices to enable the Contractor to perfonn its function
under this contract.
B. The City will provide routine maintenance and repair of the hand-held
electronic meter reading devices through its selected vendor.
C. The hand-held electronic meter reading devices are the sole property of the City.
D. The City will provide the meter reading schedule and Contractor shall maintain
this schedule in order to maintain the billing cycle.
E. The City currently has three (3) billing cycles per month.
F. TIle City will familiarize the Contractor with all phases of the meter routes and
billing cycles.
G. The City will work with the Contractors for any route changes that may be
recommended if it results in improved efficiency and does not affect the billing
cycle.
H. The City will be responsible for the uploading and downloading of the hand-
held electronic meter reading devices. Any routes not completed the previous
day will be re-issued by the City.
I. The City at its sole discretion may elect to waive any or all of the penalties
provided for in this contract during the initial sixty (60) days of the contract.
J. The reading schedule may be adjusted at the City's reasonable discretion with a
minimum notice to the Contractor of ten (lO) working days.
11. Contractors ResDon91bllitv:
A. The Contractor shall read all of the Cities meters. Readings shall be accurate
, With an allowable error ratio of two (2) errors per 1000 meters read.
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B. Meter reading errors resulting from errors in reading by Contractor will be
charged back to the Contractor in accordance with the following schedule:
Number::aferrorsli< '.
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o to two (2) per 1000 meters read
C~geto Contractor
More than (2) but :less than five (5) meters
read
five (5) or more e1lrors per 1000 meters
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* These charges shall be deducted from the following months invoice.
C. Contractor shall insure that all meters are read each month. Unread meters will
be charged to the Ccl>ntractor at the rate of $5.00 each for any unread meters
exceeding two (2) per 1000 scheduled meters read.
No fee will be charged ifit is determined that Contractor was not at fault.
D. No meter reading shall be done between 7:00 PM and 6:00 am, regardless of
Daylight Savings Time. Meter reading on Saturday, Sunday and on City of
Casselberry Holidays! shall be prohibited unless approved in advance by the City
of Casselberry. A list of current Holidays will be provided upon award of
contract.
E. The Contractor is re$ponsible for submitting to the City on a daily basis full
reports with meter reading codes, and any incidents that may be connected with
I
meter reading perfoJl!l1ance and the distribution of water. The format for
reporting shall be ~pproved in writing by the City and the Contractor.
Contractor recognize~ that appropriate use of meter reader entered codes is
critical to City's utili~ billing operation, and that this is a required part of the
. .leter reading function. Contractor further recognizes that inappropriate or
inaccurate use of mett! reader entered codes is unacceptable. Inaccurate meter
reader entered code~ that result in estimated customer utility bills will be
charged back to the Cpntractor at the rate of $10.00 per entered code.
F. The Contractor shall ~e responsible for the routine cleaning of the meters and
the meter boxes, wh~h means ensuring that accessibility to the meter is not
hampered by grass, s~d, or debris of any kind. Contractor recognizes that it is
unacceptable for met~ box covers and/or meter caps to be left open or not
properly seated or c1o.ed, and will take reasonable measures to ensure that these
conditions are not claused by Contractor or Contractor's employees. All
mechanical repairs to ~e meter boxes will be the responsibility of the City and
Contractors employees will not attempt repairs of any kind.
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G, The Contractor shall report on the same day via hand-held codes all defective
meter boxes. lids and meters to the City in order that the required repairs may be
scheduled, Contractor shall promptly notify the City of any hazardous or
irregular situations observed on the City's water system, including but not
limited to suspected meter tampering, equipment or fac11ity malfunctions, or
actual or potential safety problems. Reporting format shall be approved by the
City.
H. The Contractor shall be responsible for the timely collection and delivery of the
hand-held electronic meter reading devices that are essential to the meter
reading process. The hand-held electronic meter reading devices will be picked
up at, and returned to. finance department, customer services division, located at
Casselberry City Hall, 95 Triplet Lake Drive.
1. The Contractor is prohibited from tampering with, altering or adjusting the
hand-held reading devices and associated equipment. Contractor shall be
responsible for the proper care and safeguarding of any equipment provided by
the City. The Contractor will be held financially responsible for any damage or
105s to the hand-held equipment due to negligence or abuse of its employees.
The Contractor shall promptly pay for any lost or damaged equipment or the
City may, at its option; deduct such amounts from sums otherwise due the
Contractor.
J. Failure by Contractor to complete all scheduled meter readings within the
allotted time for each billing cycle will result in a charge back to the Contractor
in the amount of $1 00.00 for each additional day required to complete the work.
K. Contractor must furnish trained personnel necessary to wmplete the work, and
is solely responsible for insuring that its employees have the necessary skill,
knowledge, training, and experience to perform meter reading accW"ately and
safely so as not to injure or endanger the City, its employees, or any third party.
Training material and methods are subject to approval by the City. Prior to
initiation of work under this contract, the Contractor will provide the City with a
detailed training plan and commitment to appropriate employee training.
Contractor shall notify the City, in advance, with the time and location of
training so that it can be monitored.
L. Contractor is an independent Contractor and will provide full time supervision
of all Personnel. Responsibilities include but are not limited to arranging for
work assignments and follow-up monitoring of meter readers in the field.
Supervisor will be responsible for resolving customer complaints as its pertains
to the meter readers. Failure to satisfactorily resolve these customer complaints
within two (2) working days will result in a charge back to the Contractor in the
amount of $25.00 for each incident, unless the City gives prior approval to the
delay.
Page 3 of 6
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M. Employee Identifica.tion and Unifonn: Personnel assigned will be required to
wear a Contractor provided uniform and identification badge with employee
photo. The design of the uniform is subject to approval of the City. The logo,
seal or name of City shall not be used without the pennission of the City.
Identification Badges are required in the field at all times. The Contractor will
ensure that employees return their ill Badges upon termination or separation
from employment.
Cleaning of uniforms will be the responsibility of the Contractor. Contractors
employees must maintain a neat and c1~an appearance while providing meter
reading services, and tom, worn, or soiled uniforms shall not be worn while
performing responsibilities under this contract. City reserves the right to inspect
uniforms and require Contractor to replace them if soiled or damaged.
Appropriate persormel safety equipment is required.
No meter reader will be permitted to work in the field without the appropriate
uniform and identification badge, unless the employee is working in a training
capacity and is accompanied by 8 trained meter reader. If the City observes an
employee of the Contractor, who is not in a training capacity, not wearing the
appropriate uniform and identification, a penalty of S25.00 will be charged back
to the contract for each incident.
Contractor is responsible for checking its employees for proof of valid driver
licenses every six (6) months if they are required to drive a motor vehicle.
Contractor will furnish and be responsible for all transportation necessary to
complete the work. All "ehicles must be maintained so as to provide a
professional, clean and mechanically sound image.
Contractor must furnish vehicle identification (approved by the City) clearly
indicating its use for meter reading for the City. Signs are to be provided by
Contractor.
Contractor\ employees will not CODsume alcohol during working hours, will not
work while under the influence of alcohol or illegal substances, and will not
smoke while on customers premises or in City buildings.
The Contractor is responsible for ensuring that its employees conduct
themselves in a courteous and professional manner when dealing with
customers of the City of Casselberry.
N. Health and Safety: The Contractor sha.ll be strictly liable for the on-the-job
safety and medical treatment required of all personnel used to accomplish the
required work under this contract. Contractor or its agents must follow all
safety rules and practices of the City as outlined in the City's Safety handbook.
Page 4 of 6
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O. Permit~ and License: Contractor shall be responsible fur obtaining and
maintaining through the term of this contract, from City, State, or Federal
entities the necessary permits (s) and Licenses, if any, required by City, Slate or
Federal ordinances, laws, statutes, rules, regulations or other law for the
performance of the Services by the Contractor.
Contractor shall during the performance of the work, comply with all applicable
City Codes and ordinances, as amended.
P. Indecendent Contractor: It is expressly agreed and understood that the
Contractor is in all respects an independent Contractor as to the work. Even
though, in certain respects, the Contractor may be required to follow the
directions of the Director, or her designees, the Contractor is in no respect an
officer, agent, servant or employee of the City. Contractor shall have exclusive
control of and exclusive right to control the details of the work perlonnerl
hereunder, and all persons perfonning the same. Contra~tor shall be liable for
the acts and omissions of its officers, agents, employees, Contractors,
subcontractors and conS\Jltants. The doctrine of respondent superior shalt not
apply as between city and Contractor, im officers, agents, employees,
Contractors, subcontractors and consultants, and nothing herein shall be
construed as creating a partnership or joint enterprise between the City and
Contractor.
No federal, state or local income ta.x: or payroll tax of any kind wilJ be withheld
or paid by the City on behalf of Contractor or on behalf of the employees of the
Contractor. Contractor shall not be treated as an employee with respect to the
services perfonned under this contract for federal, state, or local tax purposes.
Contractor expressly represents that it is an independent Contractor.
Q. Non Assignability: Neither City nor Contractor shall assign, sublet or transfer
their interest in this contract without the written consent of the other. No
assignment or delegation of duties under this contract will be effective without
the written consent of the City.
R. Operations during dispute: In the event that a dispute, if any, arises between the
City and the Contractor relating to this contract performance or compensation
hereunder, the Contractor shall continue to render service in full compliance
with all terms and conditions of this contract as interpreted by the City
regardless of such dispute and City agrees to continue to make payment to
Contractor for work done pursuant to the terms of this Contract, as provided
immediately prior to the dispute.
S. Non Discrimination: As a condition of this contract, Contractor covenants that
Contractor will take all necessary actions to insure that, in connection with any
work under this contract, Contractor, its associates and subcontractors, will not
discriminate in the treatment or employment of any individual or groups .of
individuals on the groWlds of race, ~olor, religion, national origin, age, sex, or
disability. In this regard, Contractor shall keep, retain and safeguard all records
relating to this contract or work perfonned hereunder for a minimum period of
Page 5 of6
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three (3) years from final contract completion, with full access allowed to
authorized representatives of the City, upon request, for purposes of evaluating
compliance with this and other provisions of the contract.
T. Contractor shall be given no more than forty-five (45) calendar days after City
issues a notice to proceed at the beginning of the contract to familiarize itself
with all routes, operating procedures and training of meter readers before
commencing the actual reading of meters, except for special requests that are
mutually agreed to between Contractor and the City of Casselberry.
U. Contractor covenants and agrees that Contractor and its associates and
employees will have no interest, and will acquire no interest, either direct or
indirect, which will conflict in any manner with the performance of the services
called fOT under this contract. All activities, investigations and other efforts
made by Contractor pursuant to this contract will be conducted by employees,
associates or sub-contractors of Contractor.
V. Contractor shall provide the City of Casselberry with a twenty-thousand dollar
(20,000.00) perfonnance bond in the form of cash or other form if acceptable &
approved by the City of Casselberry. This bond will guarantee Contractors
compliance ",ith this contract. City may call bond in whole or in part to pay the
City's cost if Contractor is in breach of any provision of the contra~t, which
right shall extend thirty (30) days after the conclusion of the contract
The uncalled portion of the bond shall be released or returned to the Contractor
within thirty (30) days after conclusion ofthis contract.
Page 6 of6
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L!~
List of Subcontractors
RFP # POO-02
Important: This form must be returned with the bid proposal form.
(mark NONE if no sub-contractor are to be used)
1.
Name of Company NONE
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
2.
3.
4.
A IT ACH; A copy of any signed Ilgreementli you have with any SU~cODtrnctor listed above.
1HH~ijl~SSVJ ~~~ BAV lua~ u~aAas
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City of Casselberry
RFP # POO-02
Meter Reading Servic.es
Company Information
UvlPORTANT: This form must be returned with the Bid Proposal Form. (Please Print or Type)
Company Name:
Severn Trent-Avatar Utility Services, LLC
Street Address:
4837 Swift Road, Suite 100
Mailing Address:
4837 Swift Road, Suite.100
City, State & Zip:
Sarasota, Florida 34231
Phone No.
941-925-3088
Fax No.
941-924-7203
Type of Organization:
Limited Liability Corporation
Federal ill or SS #
76-0624421
Contact Person
Mi..:hael Murphy
No. of Years in Business
35 Years
No. Of Employees:
340
No. of Employees to be assigned to this project 6{3 directly; 3 indirectly)
No. of Clients your company is currently servicing: 19
No. of years experience (combined) of employees to be assigned to this Bid: 73+
Company Name (please Print)
~~_5' ~
Authorized Signabu-e
Seven Trent-Avatar UtWty Services, LLC
Sill!
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ExhibIt II
CITY OF CASSELBERRY
RFP# POO-02
Meter Reading Services
Proposal
1. The following proposal is hereby made to the City of Casselbeny, Florida, hereinafter called the Owner.
Proposal is submitted by Severn Trent-Avatar Utility Services. LLC
2. The undersigned hereby proposes and agrees to furnish all the necessary labor, ma.terials, tools and services
without exception in accordance with Request for Proposal #POO-.Q2.
3. In submittjng tbii proposal, the Wldemgne<1 declares that the only pm~ or plUties ~terested in the pwposal
as principals an: those named herein and that the proposal is made withwt collusion with any other person,
firm or corporation.
4. The undersigned declares that he bas examined the Request for Proposal documents, has made a site inspection
and is familiar with the local conditions at the site where the work is to be perlbnned, and with the conditions
affecting the meter reading services; and understands that in making this ptOpOSI11 he waives all rights to plead
any misundc:tstanding regarding the same.
5. Prculosal Price: Meter Reading Services
Cost per meter Cost per m~e.
Per month Per Year
Years 1 &; 2
Semus touch read meters U2S $5.94
manual read meters SMS ~
Year 3 (if renewed) (1)
Sen!Ju.s touch read metern ~ $6.08
manu.al read meters S:ill $7.74
Year 4 (ifreoewed) (1)
Sensus touch read meten SaSl 56.24
manual read metelS ~ $7.80
(1) Assume ePI @ 2.50/0, but not exeeed 3.0%
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6. Owner's Ri~eserved
Thc undcrsigned understands that the City reserves the right to reject any or all proposals, with or without
cal1SC, to waive technicalities, or to accept the proposal whicb in its best judgement best serveS the public
interest under all circumstaoces.
Address:
4837 Swift Rond. Suite 100
City: Sarasota
Stlte Florida
Telephone 941-925-3088
Federal I.D. # 76-0624421
XHHgg13SSV~ ~~~ SAV luaJl UJaAes
Utili Services LL
Michael MU~Dh\'
Print or Type Name
Zip: 34231
Fax 941-1124-7203
Date March 1],2000
OStOTtLl1S11 xv:! ~t:ot ~O/60/L.O
07/10/02 16:18 FAX 9547410450 Severn Trent Ava @O2
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CURRENT METER READING CONTRACTS
Number of
Contracting Parties Contact PenoD Contract Meters Read Services Provided
Date Monthly
City of Sunrise Linda Maynard
10170 W. Oakland ParK Blvd. Public Service Manager 01/01/97 66,000 Contract for Meter
Sunrise, Florida 33351 (954) 746-3247 Reading (Water & Gas)
Board of COUDty Ban Brownstein..
Commis9io!ltl"S Administrative 08/01/98 50,500 Contract for Meter
'Broward CO\Jnty Coordinator R.eadins (Water) and other
P. O. Box 619002 (954) 831-0935 Meter Services
Pompano Beach. FL 33061
Ma.r1in County Utilities Phyllis Evans Contract for Meter
P. O. Box 9000 Billing Supervisor 10/28/98 20,500 Reading (Water)
Smart, FL 34995 (561) 223-7997
Cily o( Casselberry George MiIlmanD Contract for Meter
95 Triplett Lake Drive Purchasing A8ent 05/12/00 18,400 Reading (Water) touch
Casselberry, FL 32707 (407) 262-7700 ex! 1142
TECO Peoples Gal Syrtelll, Mr. Chris Barrington Contract for Meter
IRe. . Regional Operations 10/02/98 18,000 Reading (Gas)
4040 Philips Highway Manager
Jackson..rille. FL 32207 (904) 739-1211
City of COCODut Creek Mary Blasi Contract for Meter
4800 West Copans Rei. Director of Finance 03/01/97 10,000 Reading (Water)
Coconut Creek, Florida (954) 973-6730
TECO Peoples GM Syttem. Tulio Montesano Contraa for Meter
me. Operations Manager 01/01/98 6,800 Reading (Gas)
1363 Jupiter Parle Drive (561) 741-4702
Jupiter, FL 33458
City of Miami Sprillg.'i Charles Marshall Contract for Meter
201 Westward Drive Finance Director 11101197 4,200 Reading (Water)
Miami Springs, FL 33166-5259 (305) 885-4581 00. 102
Columb~ Propane Joe Williams Contract for Meter
5909 Hampton Oaks Pkway Regional Manager 11/26/98 2,500 Reading (Gas)
Tampa, FL 33610 (813) 7<W-2591
City of Lake City Dorothy Tyre Contract for Meter
ISO N. Alachua St City Treasurer 6/18/01 11,500 Reading (Water)
P. O. Box 1687 (386) 752-2031
La.lce City, FL 32056
Vohuia COUdl} Christine Domingus 11/01/02 Contract for Meter
123 W. Indiana Ave. Rom 402 Utility Billing Supervisor 11,000 Reading (Water)
Deland, FL 32720 (386) 736-5971
JUL-18-2882 16:38
9547418458
96%
P.02
City of Winter Springs
Cost Benefit Analysis
Contracting out Meter Reading
FY03
Annual Cost Incurred
Contract with Severn Trent @ .645 per read
Annual Cost Saved
Personnel and Operating
$
$92,880
$92,900
($20)
#
12000 est # meters monthly
CITY OF WINTER SPRINGS
FISCAL YEAR 2002-2003 DEPARTMENT REQUEST
FINANCE - METER SERVICES -1320
Char&Carlos Dennis
To Utility To Ut Bill
Department Manager's
Projected Original Approved Request Recommendation Requested Requested
Account FY 99/00 FY 00/01 FY 01102 FY 01/02 FY 01/02 FY 02103 FY 02103 FY 02103 FY 02103
.tiu.!nm DescrlDtlon of Exoendlture Actual Actual Actual Budget Budget Budget Budget Budget Budget Savings
Baseline:
51210 Regular Salaries $0 $156,716 $164,600 $164,400 $164,400 $153,700 $153,700 $57,500 $38,000 $58,200
51210 Sick Leave Purchase $0 $0 $500 $500 $500 $500 $500 $500 $0 $0
51214 Overtime Salaries $0 $1,119 $14,500 $4,700 $4,700 $8,100 $8,100 $4,000 $0 $4,100
52110 F.I.CA Taxes-City Portion $0 $11,491 $13,400 $12,600 $12,600 $12,400 $12,400 $4,800 $2,900 $4,700
52310 Health/Life Insurance/Disability $0 $12,619 $21,440 $19,200 $19,200 $18,900 $18,900 $6,700 $4,000 $8,200
52320 Workers' Comp, Insurance $0 $6,458 $7,200 $6,400 $6,400 $7,200 $7,200 $2,700 $1,800 $2.700
52330 Pension Expense $0 $11,891 $13,400 $13,200 $13,200 $12,700 $12,700 $5,000 $2,800 $4,900
Total Payroll $0 $200,294 $235,040 $221,000 $221,000 $213,500 $213,500 $81,200 $49,500 $82,800
53112 Retainer - Financial Advisor $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
53140 Physical Exams $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
53180 Consultant Services $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
53186 Outside Services-Temp Serv $0 $0 $22,000 $0 $0 $0 $0 $0 $0 $0
53210 Audil Services $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
53411 Service Charges $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54010 Travel and Per Diem $0 $0 $100 $900 $900 $1,000 $1,000 $0 $1,000 $0
54110 Telephone $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54210 Postage $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54510 General Insurance $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54630 Repair & Maintenance - Equipment $0 $3,172 $2.000 $2,000 $2,000 $2,000 $2,000 $500 $0 $1,500
54632 Software Maint & License $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54633 Maintenance Agreements & Contracts $0 $0 $3,500 $3,500 $3.500 $3,000 $3,000 $0 $3,000 $0
54650 Repair & Maintenance - Vehicles $0 $811 $1,000 $1,000 $1,000 $1,000 $1,000 $400 $0 $600
54692 Repair & Maintenance - Water Meters $0 $1,550 $20,000 $20,700 $20,700 $20,000 $20,000 $20,000 $0 $0
54 720 Copy Machine Supplies $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54730 Printing Expense $0 $0 $300 $300 $300 $300 $300 $0 $300 $0
54740 Computer Services $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
54920 Legal Advertising $0 $0 $1,000 $0 $0 $0 $0 $0 $0 $0
54930 Classified Advertising $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
55110 Office Supplies SO $362 $400 S400 $400 $400 $400 $0 $200 $200
55210 Fuel & Oil $0 $2,336 $3,000 $4,500 $4,500 $3,000 $3,000 $1,200 $0 $1,800
55220 Tires & Fillers $0 $126 $350 $300 $300 $300 $300 $100 $0 $200
55229 Water & Reclaimed Meter - Replacement $0 $54,400 $25,000 $100,000 $100,000 $50,000 $50,000 $50,000 $0 $0
55230 Operaling Supplies $0 $2,756 $2,000 $2,000 $2,000 $2,000 $2,000 $500 $500 $1,000
55232 Water Meter. New Accounts $0 $44,808 $10,000 $19,500 $19,500 $20,000 $20,000 $20,000 $0 $0
55240 Uniforms $0 $1,964 $2,000 $2,000 $2,000 $2,000 $2,000 $400 $0 $1,600
55270 Small Tools & Equipment $0 $1,275 $1,000 $1,000 $1,000 $1,000 $1,000 $400 $0 $600
55278 New Software-Systems $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
55290 Protective Clothing $0 $143 $500 $500 $500 $500 $500 $200 $0 $300
55410 Subscriptions $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
55411 Dues & Registralions $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
55430 Employee Development $0 $0 $1,000 $1,000 $1,000 $1,000 $1,000 $0 $1,000 $0
Total Operating $0 $113,703 $95,150 $159,600 $159,600 $107,500 $107,500 $93,700 . $6,000 $7,800
56310 Improvements Other Than Bldgs $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
56400 Vehicle $0 $17,609 $20,000 520,000 520,000 SO $0 SO SO SO
56409 Other Equipment - IS SO S202 S2,600 $1,800 51,800 SO SO SO SO SO
56410 Other Equipment SO Sl,143 S50 Sl,OOO $1,000 SO SO $0 SO SO
Total Capital SO $18,954 $22,650 $22,800 $22,800 $0 $0 $0 SO SO
$0 $332,951 $352,840 $403,400 S403,400 S321 ,ODD $321,000 $174,900 $55,500 $90,600
New:
New Personnel Costs
51210 Regular Salaries $3,700 $3,700 $1,100 $600 $2.000
52110 F.I,C,A. Taxes-City Portion $300 $300 $100 $100 $100
52310 Health/Life Insurance/Dis Ins $0 $0 $0 $0 $0
52320 Workers' Camp, Insurance $200 $200 $100 SO S100
52330 Pension Expense $300 $300 $100 $100 $100
Total New Personnel Costs $4,500 $4,500 $1,400 $800 $2,300
New Operating Cost
NC# Account Name $0 $0 $0 $0 SO
Total New Operating Costs $0 $0 $0 $0 $0
Capital Outlay
NC# Account Name $0 $0 $0 $0 $0
Total Capital Outlays $0 $0 $0 $0 $0
Sub. Tota/ (New Requests) $4,500 $4,500 $1,400 $800 $2,300
TOTAL METER SERVICES BUDGET $325,500 II $325,500 II $176,300 II $56,300 II $92,900 II
C-l1
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07/24/02 13:43 FAX 9517410450
Severn Trent Ava
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SEVERN
IDD&II
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Severn Trent-Avatar
Utility Services, LLC
4891 NW 103 Ave. #14
Sunrise, FL 33351
Tel 954741-0803
Fax 954741-0450
Ms. Louise Frangoul
City of Winter Springs
1126 East State Road 434
Winter Springs, Florida 32708
(407) 327-5960
A ~ e-- c:..\ ,""""",-~...k
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July 24, 2002
Dear Louise;
This letter is to serve as our Agreement regarding Contract Meter Reading with the City of Winter Springs.
As a result of the City Commission Meeting on Monday, July 22,2002, the City has agreed to piggyback to our
City of Casselberry Contract (copy attached). The approximate 11,800 manual meters will be read at the .$."~~
manual read price per contract. along with your 426 backyard radio (fire-fly meters) reads. The 414 touch pad
reads will be read at the $.507 touch read rate also as stipulated in Casselberry contract. All other Terms and
Conditions to subject Casselberry Agreement will apply.
Once this agreement is signed, we will begin reading your meters within 45-60 days, if not sooner, We will set a
target date of your September meter reading cycle month, We will work closely with you in our training agenda
and process to make the transition as smooth as possible.
AS we proceed with the meter reading contract, we can discuss any other services we may provide that may
prove mutually beneficial, such as connects, disconnects and meter change outs/installs,
If you agree w~h the above, please sign below and mail to 4891 NW 1 03,d Avenue, Suite 14, Sunrise, Fl.,
33351, or fa)( to 954-741-0450. If you should have any Questions. please call m,e at 1-888-896-1486, or my cell
phone, 954-275-9796.
We look forward to WOrking with you and having a long, successful relationship,
.~U7~~""'''~
Louise Frangoul. or other City of Winter
Springs Authorized Representati-ve
~ 1.;-z-...->'"'f
Title
7-.;20' t'r:L
Date
s;n/~{L ~
Oscar A, Varona, Manager of Meter Reading Services
Cc: Mike Acosta, Ed Gosciclti, David Tinoco, Rita Varona, Brooks Ellis
n 1""l-1
.'
.' COMMISSION AGENDA
ITEM B
Consent
Informational
Public Hearin
Re ular
x
Julv 22, 2002
Meeting
Mgr. / Dept.
Authorization
REQUEST: The Finance Department is requesting authorization to piggyback off of the City
of Casselberry's contract for Meter Reading Services.
PURPOSE: The purpose of this Board item is to request authorization to piggyback off of the
City of Casselberry's contract with Severn Trent-Avatar Utility for contract meter
reading services at a cost of .645 cents per read payable from the Utility Billing
Division of the Finance Department and reimbursed by the Utility Enterprise
Fund.
CONSIDERATIONS:
The Finance department currently supervises the Meter Services Division. It is the desire of the
Finance Department to remove itself from the daily supervision of the Meter Services Division.
It is the desire of both the Utility Department and the Finance Department to contract out the
meter reading function.
The Meter Services Division currently consists of2 Service Technicians and 3 Meter Readers.
Should the Commission grant approval to contract out the meter reading function, the 2 Service
Technicians will transfer to the Utility Department. The Technicians will continue to perform
the same job duties; however, it is anticipated that the duties will be better coordinated for
ultimate customer satisfaction. The 3 Meter Readers will be transferred to 3 open Maintenance
Worker positions in various departments which results in a higher paygrade and a corresponding
5% increase in pay for these 3 employees.
The Meter Services Division has been supervised by the Utility Services Billing Manager. The
Manager will monitor the performance of the meter reading services by the contracted company
July 22, 2002
Regular Agenda Item B
Page 2
and continue to be responsible for the daily upload and download of the readings as well as
generation of the meter re-read list.
A cost benefit analysis proves that the change to contracted meter reading will not provide any
annual personnel or operating cost savings or incur any additional costs. From a quantitative
point of view the change is basically a wash. However, the contracted company will provide its
own vehicles for their employees which in turn free's up 3 trucks and 2 golf carts for use
elsewhere or sale.
From a qualitative point of view, Finance management is likely to save substantial time and
energy related to personnel matters. Hence, the desire for the change.
FUNDING:
Funding is payable from the Utility Billing Division of the Finance Department at a cost of .645
cents per read and reimbursed by the Utility Enterprise Fund.
RECOMMENDATION:
It is recommended that authorization be granted to piggyback off ofthe City of Casselberry's
Contract # P-00-02 with Severn Trent for meter reading services at a cost of .645 cents per read.
ATTACHMENTS:
1. Severn Trent Letter of Agreement with the City of Winter Springs
2. City of Casselberry Contract #P 00-02
3. List of Severn Trents Current Meter Reading Contracts
4. CosUBenefit Analysis
5,. Meter Services Budget - Before and After Contract
COMMISSION ACTION:
Ms. Louise Frangoul
City of Winter Springs
1126 East State Road 434-
Winter Springs, FL 32708
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Severn Trent-Avatar
Utility Services, LI.C
4891 NW 103 Ave. #14
Sunrise, FL 33351
Tel 954 741-0003
Fax 954 7414450
July 9, 2002
Dear Louise:
This letter is to servo as our Agreement regarding Contract Meter Reading with the City of Winter Springs.
The City has elected to piggyback to our City of Casselberry Contract (copy attached) at the current rate of
. $.645/meter, the price of our manual reads on that contract, for all reads In Winter Springs, regardless of
touch 01' manual. All other Terms and Conditions to subject Casselberry Agreement will apply.
Onca this agreement is signed, we will begin reading your meters within 45-QO days, if not sooner. I will
work closely with you in our training agenda to make the transition as smooth as possible.
I will also provide you with our current pricas for other meter services that may prove mutually beneficial.
If you agree with the above, please sign below and mail to 4891 NW 1 03rd Avenue. Suite 14, Sunrise, Fl..
33351, orfax to 954-741-0450.
If you should have any questions, please call me at 1-8B8--S96-1,486. We look fof\Nard to working with you
and having a long succes~l relationship.
Si?~/~
Oscar A Varona, Manager of Meter Reading Services
Swam Trent-Avatar Utility Services, LLC
Louise Frangoul or other City of Winter
Springs Authorized Representative
cc: Mike Acosta, David Tinoco. Rita Varona. Brooks Ellis
, o.
..
RFP - #P 00-02
AGREEMENT
THIS AGREEMENT, made as of the cid-- day of ~
-' 2000, by
and between the City of Casselberry, Florida, hereinafter referred to as owner, and Severn Tren[-
Avatar Utility Services, hereinafter referred to as fQDtractor.
'WITNESSETH:
That the Owner and the Contnlctor, for the considerations stated herein, agree as follows:
2. SCOPE OF WORK
The Contractor shall provide and furnish all the necessary labor, supervision, material,
tools, expendable and permanent equipment and all utility and transportation services required to
perform and complete in a workmanlike manner, all of the work described in the City of
Casselberry request for Proposal #POO-02 ''Meter-Reading Services" for the City of Casselberry,
Florida.
All work shall be perfonned 111 strict accordance with the Terms, Conditions, and
Specifications Contained in Exhibit "I" and in strict compliance with the Contrac[or's proposal
as accepted, attached hereto as Exhibit "2" and incorporated herein by this reference and \\ith the
other Contract Documents herein mentioned which are a part of this Agreement.
3, THE CONTRACT PRICE
The Owner shall pay to the Contractor, and the Contractor shall accept, in full payment
for the perfonnance of this Agreement, subject to any additions or deductions provided for
hereby, in current funds for work performed in accordance with the schedule of unit prices
attached hereto and made a part of this agreement.
Payments are to be made to the Contractor in accordance with and subject to the
provisions embodied in the other documents, which are a part of this Agreement.
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4. AUfHORlTY AND RESPONSIDILITY OF THE OWNER
All Work shall be done under the general supervision of the Owner. The Owner shall
decide any and all questions which may arise as to the quality and acceptability of materials
fumishe~ work performed, rate of progress of work, interpretation of Specifications, terms and
conditions, and all questions as to the acceptable fi.lIfillment of the Agret.'1l1ent on the part of the
Contractor. These provisions shall not release the Contractor from any Contractor responsibility
contained herein.
5. G.QNTRACT DOCUMENTS
TIlls Agreement comprises the Contract Documents listed herein below. In the event that
any provision of one Contract Docwnent conflicts with the provisions of another contract
Document, the provision in that Contract Docwnent first listed below shall govern, except as
otherwise specifically staced:
a Agreement (this instrument)
b. Invitation to Bid #P 00-02
c. Instructions for Bidders
d- Terms: Conditions and Specifications -,Exhibit one (1)
e. List of References
f List of Subcontractors
g. Company Information
h. Proposal Bid Form # P 00-02 -Exhibit two (2)
6. IN WITNESS WEREOF, the Parties hereto have caused this instrument to be executed
in tlrree (3) original counterparts the day and yem- first above written:
(Witness)
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(Witness)
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Contractor: Seven Trent-Avatar Utility Services
By; /14.1'4 {. ~
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Title:
Owner: City of Casselberry
By: 13~{/~~~
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CITY OF CASSELBERRY
Purchasing Department
9S Triplet Lake Drive
Casselberry, F.'Jorida 32707
(407) 262-7700
INVfT A nON TO BID NO. RFP# POO-02
February 11, 2000
TO: All interested business, firms, corporations, partnerships, or individuals deaJing in "Meter
Reading Services",
The City of Casselberry solicits your Proposal for Meter Reading Services.
Proposals must be submitted. on the attached bid form. Proposals must be received by 12:00 p.m.
(noon local time) on Thursday March 16, 2000.
SPECIAL CONDITIONS "PUBLIC ENTITY CRIMES"
UA person or affiliate who has been placed on the convicted vendor list following a conviction
for a public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287,0 J 7, for CATEGORY TWO for
a. period of36 {llontM from the date of being placed on the convicted vendor list."
IF MAILING BIDS, .
MAIL TO:
City of Casselberry
, Finance Department - Purchasing
95 Triplet ,Lake Drive
Casselberry, Florida 32707
IF DELIVERING BID IN PERSON,
DELIVER TO:
City of Casselberry City Hall
Finance Department - Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
Sealed envelopes should be plainly marked on the outside: RFP# POO-02, Meter Reading
Services. All bidders, their agents or representative are invited to be present at the bid opening
scheduled to begin at 2:00 p.m., on Thursday March 16,2000.
The City reserves the right to accept or reject any or all proposals, with or without cause, to
waive technicalities, or to accept the proposal which in its best judgment best serves the public
interest under all circumstances. Late proposal will be returned to sender unopened.
Sincerely,
fl7~
George Millmann
Purchasing Agent
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&quest for Proposal: RFP# P 00-02
Meter Reading Services
Instructions for Bidders
SeaJed proposals will be received by the City of Casselberry, Casselberry Florida at
Casselberry City Hall Wltil March 16,2000 at 12:00 p.m.
Proposal should be made on the bid proposaJ form provided herein, Proposals submitted
on any other fonnat shall be disqualified, Proposals shall be sealed and plainly marked
on the outside of the envelope RFP# POO-02 Meter Reading Services.
Proposals received after the specified time will not be considered and will be returned
Wlopened,
Mail or deUver proposals to the foUowlng address:
City of Casselberry
Finance Dcpartment!Purthasing
95 Triplet Lake Drive
Casselberry, Florida 32707
Unsigned proposals will be considered incomplete and subject to rejection.
Proposals having erasures/corrections must be initialed in ink by the proposer. In case of
errors in extensions, writ prices will govern.
. By signing the proposal, the proposer agr~es that the proposal is m!lde without any
misunderstanding, agreement, .or COMection with any other person, finn, or corporation
making a proposal for the same purpose; and, that the proposal is in all respects fair and
without collusion or fraud.
[t is a.greed by the undersigned proposer that the signing and delivery of this proposal
represents the proposers acceptance of the tenns and conditions of the foregoing
specifications and provisions; and, if awarded the contract by the City, will represent the
agreement between the parties.
Proposals will be publicly opened and read aloud in the Finance Conference Room,
Casselberry City Hall, 95 Triplet Lake Drive Casselberry, Florida 32707 at 2:00 p.m.,
Thursday March 16, 2000. All proposers responding to this request will be notified in
writing as to the final outcome of this process. It is anticipated that notifications will be
mailed within three (3) weeks of the contract being awarded.
Plea.<ie check your prices before submission of bids, as no change in prices will be
allowed after bid opening. Do not use pencil when inserting prices, use ink or typewriter
only. Be sure all required bid sheets are signed.
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Any clarifications/changes will be through written addendum only issued by the office of
Purchasing.
All items quoted must be in compliance with all specifications,
The City reserves the right to increase or decrease quantities in these specifications.
Failure to comply with these specifications and instructions will result in disqualification
OfyOUI proposal.
Mandatory site inspection is required. The Cities representative for this contract will be
Bill Solomonic, Customer Service Supervisor. Please contact him at (407) 262-7700 e~t.
1114 to arrange for site inspection.
The City reserves the right, at its sole and absolute discretion, to reject any or all bids, or
to accept that Proposal which, in its judgment, will, under all circumstances, best serve
the public interest of the City of Casselberry. Cost of submittal of this bid is considered
an operational cost of the bidder and shall not be passed on to, or be borne by, the City of
Casselberry, Florida.
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CITY OF CASSELBERRY
TERMS AND CONDITIONS
The City of Casselberry is seeking a fil1Il, for Meter Reading Services. The firm awarded this
contract mllst meet or exceed all terms, conditions ilnd specifications of the City of Casselberry,
The bid will be for a period of two (2) years at a fi;w;ed price. HOWEVER, by mutual consent of
the City of Casselbeny and the successful bidder, the contract for Meter Reading Services may be
ex:tended for two (2) additional one (1) year periods. This option will be in written notice.
This contract may be cancelled in whole or in part by the City or the Contractor (s) upon giving at
least thirty (30) days written notice prior to cancellation; except that non-performance on the part
of the contractor(s) will be grounds for tennination. Termination will take place within five (5)
days of notification.
The company(s) awarded this annual contract is encouraged to pennit any other governmental
agency in the area to participate in the contract under the same Terms and Conditions.
1. Attach proof of proper license and trade certifications.
2. The firm awarded this contract agrees to comply with all laws, codes, rules & regulations
bearing on the conduct of work, including those of the Federal, State, County, and City of
Casselberry.
3. The contractor shall assume liability for damage or loss resulting from Wrongful act(s) or
negligence of its etJlployees, agents, or sub-contractor or its insurer shall reimburse the City
for any damage or loss within thirty (30) days after- a claim is submitted.
4. Insurance reauirements; Upon award the successful bidder shall be required to obtain and
furnish. to. the City of Casselberry, prior to the contract being effective, Certificates of
Insurance approved by the City with the following minimum coverage: All insurance policies
shall be with insurers with an acceptable rating, registered and licensed to do business in the
State of Florida.
L
Workmen's Compensation Insurance:
$100,000/$500,000
II. General Liability - $1,000,000 minimum to include:
a. General Aggregate
b. Products - Complete Operations Aggregate
c. Personal & Advertising Injury
d. Each Occurrence
e. Fire Damage
f. Medical Expense (anyone person)
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$50,000
$5,000
III. The City shall be named as additional insured on all General Liability Policies.
rv. Business Auto Policy: Should have minimum limits of S 1 ,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability.
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Terms and Conditions
Meter Reading Servkes
Page 2
This shall include owned vehicles, hired and non-owned vehicles and employee non-
ownership.
V. All policies are to be endorsed to include the City as insured. In the cancellation clause,
the word endeavor shall be excluded and the number thirty (30) inserted in the blank
space provided before the word dayS prior notice. All contractor policies are to be
considered primary to City coverage and shall not contain co-insurance provisions.
5. The contractor will provide name(s) of any sub-contracting firms used; in addition. contractor
will guarantee that each sub-contra.ctor possess and maintains required insurance.
6, By submitting a proposal, the offerer certifies having fully read and Wlderstands this request
for proposal and certifies full knowledge of the scope, nature, quantity and quality of work to
be performed, and detailed requirements of the sen.ices to be provided and the conditions
under which the services are to be performed and has made a visual site inspection.
7. Figures quoted shall remain finn for forty-five (45) days or until acceptance of the offerers
quoted and agreement signed.
8. Reserved RJehts of the City - The City of Casselberry reserves the right to accept or reject
any or all bids which they may deem to best serve the interest of the City. The right is
reserve(! to waived technicalities or informalities. Bidder warrants that prices, terms and
conditions quoted on this bid will be finn for acceptance for a period of forty-five (45) days
from date of bid opening:
9. Patent Indemnity - The successful bidder shall indemnify and save harmless the City from
and against all claims, suits, actions, damages or cause of action arising during the term of the
resulting agreement for any personal injury, loss of life, or damage to property sustained by
reason or as a result of the performance of the work for which the agreement was entered into,
or its agent, subcontractors, employees, invitees, and all other persons, and from and against
any orders, judgments or decrees which may be entered thereto and from and against all costs,
attorney's fees, expenses and liabilities incurred in or by reasons of the defense of any such
claim. suit or action, and the investigation thereof. Nothing in the agreement shall be deemed
to affect the rights, privileges and irrununities of the City as set forth in the Florida Statutes
768.28.
10. The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in
bid; Tax Exemption Certificate will be furnished upon. request
11. The City of Casselberry requires that any and all changes to the original contract shall be in
writing and approved in advance by the Purchasing Agent, followed by a written modification
signed by both parties and approved by the City Manager and/or the City of
Casselberry Commission (if required),
12. Award - the City of Casselberry anticipates awarding one (1) contract, but reserves the right
to award more than one if in it's best interest.
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Terms and Conditions
Mete.- Reading Services
Page 3
13. Public Record~ - Upon award rcconuneodation or ten (10) days after opening, bids become
public records and shall be subject to public disclosure consistent with Chapter 119. Florida
State Statutes.
14. Payment will be accomplished by submission of invoice, in duplicate with itemization of all
worked performed by location and mailed to:
City of Casselberry
Attention: Accounts Payable
95 Triplet Lake Drive
Cusselberry, Florida 32707
Once the City representative has approved the invoices, payment will be made within thirty
(30) days.
L5. All labor, materials, supplies, and equipment shall comply with any and/or all applicable
standards including OSHA and the safety and protection of the employees of the
Contractor.
16. Obligations of the City of Casselberry - The contractor shall receive all instructions from
Bill Salomonie or his designee.
17. Manner of Performance
~.
17.1 The contractor shall perfonn all its obligations and functions under this agreement in
accordance with all tent1S, conditions, and specifications laid forth by the City. The
contractor shall coordinate its activities with the City representative as not to conflict
with any operation or activities scheduled by the City.
17.2 The contractor shall instruct its personnel that no gratuities shall be solicited or
accepted for any reason whatsoever from any City employee or resident of the City of
Casselbeny.
17.3 The contractor shall be responsible that any articles found by its employees are turned
over to the City.
17.4 The contractor will abide by All State and Federal Regulations on wages and hours of
an employee.
17.5 The contractor shall be responsfble for all its employees, subcontractors and their
actions during the term of this contract with the City of Casselberry.
17.6 The contractor shall keep current all licenses and permits whether Municipal, County,
State, or Federal required for the performance of its obligations and functions
hereunder and shall pay promptly when all fees become due.
17.7 The City will provide the contractor with office space.
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Terrns and Conditions
:\-reter Reading Services
Page 4
17.8 TIle firm awarded this contract will provide a implementation schedule. This schedule
must be submitted and approved by the City representative in advance of start date.
17.9 1here will be no weekend work unless approved by the City in advance.
17. to The contractor will leave the site clean., clear of debris and safe at all times.
17.11 The City reserves the right to increase or decrease quantities.
17.12 Cost of submittal of this bid is considered an operational cost of the bidder and shall
not be passed on to be borne by the City.
17 _ t 3 Please make sure all forms and bid sheets requiring signatures are completed, signed
and returned in a sealed envelope marked on the outside RFP# POO-02 Meter Reading
Services.
17.14 Failure to comply with these specifications and instructions will result in
disqualification of your bid.
18. Evaluation of Proposals: Award shall be made to the responsible proposer whose proposal is
determined to be the roost advantageous to the City, taking into consideration the evaluation
factors set forth below:
1. References
II. E~(Jerience of the proposers business and employees of the business.
ill. Total Price
IV. The sufficiency of financial resources and ability of business to perform this
contract.
V, Manpower
VI. Company History
Vll. Location ofBusines8
V111. Such other information as may be requested or secured.
19. InterPretation of Documents
If any person contemplating submitting a Proposal is in doubt as to the true meaning of any
part of the Specifications or Procedural documents, or finds discrepancies in or omissions in
the Specifications, he may submit to the Owner a written request for an interpretation or
correction thereof. The person submitting the request will be responsible for its prompt
delivery. The purchasing department will review the written request and decide if a addendwn
to the proposal needs to be issued. ]f an addendum is issued, it will be mailed or delivered to
each person receiving a set of the proposal documents.
CITY OF' CASSELBERRY
Technical Speciltcations
RFP # POO-02
Meter Reading Specifications
The City of Casselberry is seeking a Company experienced in the water meter industry to
read approximately 18,250 water meters per month. The City currently has 11,000
Sensus touch read meters and 7:250 manual read meters.
(. CitIes Responsibility:
A. The City of Casselberry ",ill furnish the necessary number of hand-held
electronic meter reading devices to enable the Contractor to perform its function
under this contract.
B. The City will provide routine maintenance and repair of the hand-held
electronic meter reading devices through its selected vendor.
C. The hand-held electronic meter reading devices are the sole property of the City.
D. The City will provide the meter reading schedule and Contractor shall maintain
this schedule in order to maintain the billing cycle.
E. The City currently has three (3) billing cycles per month.
F. TIle City Will familiarize the Contractor with all phases of the meter routes and
billing cycles.
G. The City will work with the Contractors fur any route changes that may be
recommended if it results in improved efficiency and does not affect the billing
cycle.
H. The City will be responsible for the uploading and downloading of the hand-
held electronic meter reading devices. Any rolltes not completed the previous
day will be re-issued by the City.
I. The City at its sole discretion may elect to waive any or all of the penalties
provided for in this contract during the initial sixty (60) days of the contract.
]. The reading schedule may be adjusted at the City's reasonable discretion with a
minimum notice to the Contractor of ten (10) working days.
11. Contractors Respon5ibllitv:
A. The Contractor shall read all of the Cities meters. Readings shall be accurate
with an allowable error ratio of two (2) errors per 1000 meters read.
Page I of6
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B. Meter reading errors resulting from errors in reading by Contractor will be
charged back to the Contractor in accordance with the following schedule:
Number of errors ~.. Charge to Contractor
. r:
i,
o to two (2) per 1000 meters read I None
More than (2) but less than five (5) meters I $5,00 per error
read I ---l
five (5) or more emurs per 1000 meters S 1 0.00 per error i
~
* These charges shall be deducted from the following months invoice.
C. Contractor shall insure that all meters are read each month. Unread meters will
be charged to the Contractor at the rate of $5.00 each for any unread meters
exceeding two (2) per 1000 scheduled meters read.
No fee will be charged if it is determined that Contractor was not at fault.
. D. No meter reading shall be done between 7:00 PM and 6:00 am, re~ardless of
Daylight Savings Time. Meter reading on Saturday, Sunday and IJn City of
Casselberry Holidays; shall be prohibited unless approved in advance by the City
of Casselberry. A list of current Holidays will be provided upon award of
contract. .
E. The Contractor is re$ponsible for submitting to the City on a daily basis full
reports with meter reading codes, and any incidents that may be connected with
meter reading perfo~ance and the distribution of water. The format for
reporting shall be 'tPproved in writing by the City and the Contractor.
Contractor recognize~ that appropriate use of meter reader entered codes is
critical to City's utili~ billing operation, and that this is a required part of the
. .teter reading function. Contractor further recognizes that inappropriate or
inaccurate use of mettr reader entered codes is unacceptable. Inaccurate meter
reader entered codd that result in estimated customer utility bills will be
charged back to the Cbntractor at the rate of $10.00 per entered code.
F. The Contractor shallpe responsible for the routine cleaning of the meters and
the meter boxes, whiJ:h means ensuring that accessibility to the meter is not
hampered by grass, s~d, or debris of any kind. Contractor recognizes that it is
unacceptable for met~ box covers and/or meter caps to be left open or not
properly seated or clo~ed, and will take reasonable measures to ensure that these
conditions are not ~sed by Contractor or Contractor~ employees, All
mechanical repairs to 1he meter boxes will be the responsibility of the City and
Contractors employees will not attempt repairs of any kind,
Page 2 of6
G. The Contractor shall report on the same day via haild-held codes all defective
meter boxes. lids and meters to the City in order that the required repairs may be
scheduled, Contractor shall promptly notify the City of any hazardous or
irregular situations observed on the Citys water system, including but not
limited to suspected meter tampering, equipment or facility malfunctions, or
actual or potential safety problems. Reporting fonnat shall be approved by the
City.
H. The Contractor shall be responsible for the timely collection and delivery of the
hand-held electronic metcr reading devices that are essential to the meter
reading process. The hand-held electronic meter reading devices will be picked
up at, and returned to, finance d~partment, customer services division, located at
Casselberry City Hall, 95 Triplet Lake Drive.
1. The Contractor is prohibited from tampering with, altering or adjusting the
hand-held reading devices and associated equipment. Contractor shall be
responsible for the proper care and safeguarding of any equipment provided by
the City. The Contractor will be held fmancially responsible for any damage or
loss to the hand-held equipment due to negligence or abuse of its employees.
The Contractor shall promptly pay for any lost or damaged equipment or the
City may, at its option; deduct such amounts from sums otherwise due the
Contractor.
J. _ Failure by Contractor to complete all scheduled meter readings within the
allotted time for each billing cycle will result in a charge back to the Contractor
in the amount of $1 00.00 for each additional day required to complete the, work.
K. Contractor must furnish trained personnel necessary to oomplete the work, and
is solely responsible for insuring that its employees have the necessary skill,
knowledge, training, and experience to perform meter reading accurately and
safely so as not to injure or endanger the City, its employees, or any third party.
Training material and methods are subject to approval by the City. Prior to
initiation of work lmder this contract, the Contractor will provide the City with a
detailed training plan and commitment to appropria.te employee training.
Contractor shall notify the City, in advance, with the time and location of
training so that it can be monitored.
L. Contractor is an independent Contractor and will provide full time supervision
of all Personnel. Responsibilities include but are not limited to arranging for
work assignments and follow-up monitoring of meter readers in the field.
Supervisor will be responsible for resolving customer complaints as its pertains
to the meter readers. Failure to satisfactorily resolve these customer complaints
within two (2) working days will result in a charge back to the Contractor in the
amount of $25.00 for each incident, unless the City gives prior approval to the
delay.
Page 3 of 6
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M. Employee IdcntiJ:icatiQn and Uniform: Personnel assigned will be required to
wear a Contractor provided uniform and identification badge with employee
photo. The design of the uniform is subject to approval of the City. The logo,
seal or name ofCily shall not be used without the permission of the City.
Identification Badges Me required in the field at all times. The Contractor will
ensure that employees return their ID Badges upon termination or separation
from employment.
Cleaning of uniforms will be the responsibility of the Contractor. Contra.ctor's
employees must maintain a neat and clean appearance while providing meter
reading services, and tom, worn, or soiled uniforms shall not be worn while
performing responsibilities under this contract. City reserves the right to inspect
uniforms and require Contractor to replace them if soiled or damaged.
Appropriate personnel safety equipment is required,
No meter reader will be permitted to work in the field without the appropriate
uniform and identification badge, unless the employee is working in a training
capacity and is accompanied by a trained meter reader. If the City observes an
employee of the Contractor, who is not in a training capacity, not wearing the
appropriate uniform and identification, a penalty of 525.00 wlll be charged back
to the contract for each incident.
Contractor is responsible for checking its employees for proof of valid driver
licenses every six (6) months if they are required to drive a motor vehicle.
Contractor will furnish and be responsible for all transportation necessary to
complete the work. All vehicles must be maintained so as to provide a
professional, clean and mechanically sound image.
Contractor must furnish vehicle identification (approved by the City) clearly
indicating its use for meter reading for the City. Signs are to be provided by
Contractor.
Conttactor's employees will not consume alcohol during working hours, will not
work while under the influence of alcohol or illegal substances, and will not
smoke while on customers premises or in City buildings.
The Contractor is responsible for ensuring that its employees conduct
themselves in a courteous and professional manner when dealing with
customers of the City of Casselberry.
N. Health and Safety: The Contractor shall be strictly liable for the on-the-job
safety and medical treatment required of all personnel used to accomplish the
required work under this contract. Contractor or its agents must follow all
safety rules and practices oftbe City as outlined in the City's Safety handbook.
Page 4 of 6
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0, Permits and License: Contractor shall be responsible for obtaining and
maintaining through the term of this contract, from City, State, or Federal
entities the necessary permits (s) and Licenses, if any, required by City, State or
Federal ordinances, laws, statutes, rules, regulations or other law for the
performance of the Services by the Contractor.
Contractor shall during the performance of the work, comply with all applicable
City Codes and ordinances, as amended.
P. Indeoendent Contractor: It is expressly agreed. and understood that the
Contractor is in all respects an independent Contractor as to the work. Even
though, in certain respects, the Contractor may be required to follow the
directions of the Director, or her designees, the Contractor is in no respect an
officer, agent, servant or employee of the City. Contractor shall have exclusive
control of and e",clusive right to control the details of the work perfonned
hereunder, and all persons performing the same. Contractor shall be liable for
the acts and omissions of its officers, agents, employees, Contractors,
subcontractors and consultants. The doctrine of respondent superior shall not
apply as between city and Contractor, its officers, agents, employees,
Contractors, subcontractors and consultants, and nothing herein shall be
construed as creating a partnership or joint enterprise between the City and
Contractor.
No federal, state or local income ta,< or payroll tax of any kind will be withheld
or paid by the City on behalf cf Contractor or on behalf of the employees of the
Contractor: Contractor shall not be treated as an employee with respect to the
services perfonned under this contract for federal, state, or local tax purposes.
Contractor expressly represents that it is an independent Contractor.
Q. Non Assignability: Neither City nor Contractor shall assign, sublet or transfer
their interest in this contract without the written consent of the other. No
assignment or delegation of duties under this contract will be effective without
the written consent of the City.
R. Qperations during dispute: In the event that a dispute, if any, arises between the
City and the Contractor relating to this contract perf01l1lance or compensation
hereunder, the Contractor shall continue to render service in full compliance
with all terms and conditions of this contract as interpreted by the City
regardless of such dispute and City agre.es to continue to make payment to
Contractor for work done pursuant to rhe terms of this Contract, as provided
immediately prior to the dispute.
S. Non Discrimination: As a condition of this contract, Contractor covenants that
Contractor will take all necessary actions to insure that, in connection with any
work under rhis contract, Contractor, its associates and subcontractors, will not
discriminate in the treatment or employment of any individual or groups of
individuals on the grounds of race, color, religion, national origin, age, sex, or
disabilit~y. In this regard, Contractor shall keep, retain and safeguard all records
relating to this oontract or work perfonned hereunder for a minimum period of
Page 5 of6
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three (3) years from final contract completion, with full access allowed to
authorized representatives of the City, upon request, for purposes of evaluating
compliance with this and other provisions of the contract.
T. Contractor shall be given no more than forty-five (45) calendar days after City
issues a notice to proceed at the beginning of the contract to familiarize itself
with all routes, operating procedures and training of meter readers before
commencing the actual reading of meters, except for special requests that are
mutually agreed to between Contractor and the City of Casselberry.
U. Contractor covenants and agrees that Contractor and its associates and
employees will have no interest, and will acquire no interest, either direct or
indirect, which will conflict in any manner with the perfonnance of the services
called for W1der this contract. All activities, investigations and other efforts
made by Contractor pursuant to this contract will be conducted by employees,
associates or sub-contractors of Contractor.
V. Contractor shall provide the City of Casselberry with a twenty-thousand dollar
(20,000.00) performance bond in the form of cash or other form if acceptable &
approved by the City of Casselberry. This bond will guarantee Contractors
compliance with this contract. City may call bond in whole or in part to pay the
City's cost if Contractor is in breach of any provision of the contract, which
right shall extend thirty (30) days after the conclusion of the contract
The uncall~d portion of the bond shall be released or returned to the Contractor
within thirty (30) days after conclusion of this contract.
Page 6 of6
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List of Subcontractors
RFP # POO-02
Important: TItis form must be returned with the bid proposal form.
(mark NONE if no sub-contractor are to be used)
1.
Name of Company NONE
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
Name of Company
Address
Contact Person
Telephone
2.
3.
4.
A TrACH: A copy of any signed agreements you have with any sub-contractor listed above.
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City of Casselberry
RFP # POO-02
Meter Reading Servic.es
Company Information
IMPORTANT; This form. must be returned with the: Bid Proposal Form. (Please Print or Type)
Company Name:
Severn Trent-Avatar Utility Services, LLC
Street Address:
4837 Swift Road, Suite 100
Mailing Address:
4837 Swift Road, Suite 100
City, State & Zip:
Sarasota, Florida 34231
Phone No.
941-925-3088
Fax No.
941-924-7203
Type of Orga:n.ization:
Limited Liability Corporation
Federal ill or SS #
76-0624421
Contact Person
Michael Murpby
No. of Years in Business
35 Years
No. Of Employees:
340
No. of Employees to be assigned to this project: 6 (3 directly; 3 indirectly)
No. of Clients your company is currently servicing: 19
No. of years experience (combined) of employees to be assigned to this Bid: 73+
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Authorized Signamre
Severn Trent-Avatar Utillty Services, LLC
Company Name (please Print)
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Exhibit II
CITY OF CASSELBERRY
R}'p# POO-02
Meter Reading Services
Proposal
1. The foUowing proposal is hereby made to the City of Casselbeny, Florida, hereinafter called the Owner.
Proposal is submitted by Severn Trent-Avatar Utility Services. LLC
2. The undersigned hereby proposes and agrees to furnish all the necessary labor, materials, tools and services
without exception in accordance with Request for ProP<lsal #POO-02.
3. In submittiDg tJJis proposal the undersigned decJam that the only petlQl1.5 or parties int~ested W the propo~al
as principals are those named herein and that the proposal is made without collwioD with any other person,
firm or corporation.
4. The undmigned declares that he bas examined the Request for Proposal documents., hag made a site inspection
and is familiat with the local conditions at the sire where lhe work: is to be perl'ormed, and with the conditions
affecting the meter reading services; and understands that in making this proposal he waives all rights to plead
any II1.isundc:tstanding regarding the same.
(1) Assume CPI @ 2.5~11, but not exceed 3.0%
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6. Owner's RiWJ:i Reserved
The undet~igncd understands that the City rcscn'es the right to reject any or all proposals, with or without
cause, to waive technicalities, or to accept the proposal which in its best judgement best serveS the public
interest under all citcunt5taoces.
Utili Services LL
Michael Murphy
Print or Type Name
Address:
4837 Swift Road. Suite 100
City: Sarasota
State Florida
Zip: 34231
Telephone 941-925-3088
Fax 941-924-7203
Federall.D. #- 76-0624421
Date March 13.2000
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CURRENT METER READING .~ONTRACTS
Number of
Contracting Parties Contact Penon Contract Meters Read Services Provided
Date Monthly
City or Sunri~ Linda Maynard
10770 W. Oakland Park Blvd. Public Service Manager 01/01/97 66,000 Contract fur Meter
Sunrise. Florida )3351 (954) 746-3247 Reading (Water & Gas)
&ard of County Bart Brownstein..
Commis9ion~r.l Administrative 08/01/98 50,500 Contract for Meter
Broward County Coordinator Reading (Water) and other
P. O. Box 619002 (954) 831-0935 MeterService5
Pompano Beach. FL 33061
Martin COUDty Utilities Phyllis Evans Contract for Meter
P. O. Box 9000 Billing Supervisor 10/28/98 20,500 Reading (Water)
Stuart, FL 34995 (561) 223-7997
Cily of Casselberry George Millrn.a.no Contract for Meter
95 Triplett Lake Drive Purchasing A8ent 05/12/00 18,400 Reading (Water) touch
Casselberry, FL 32707 (407) 262-7700 ex! 1142
TECO Peoples Gas Syrtelll, Mr. Chris Barrington Contrad for Meter
lne. Regional Operations 10/02/98 18,000 Reading (Gas)
4040 Philips Highway Manaser
Jackson..rille, FL 32207 (904) 739-1211
City of Cocoput Creek Mary Blasi Contract for Meter
4800 West Copans Rei. Director of Finance 03/01/97 10,000 Reading (Water)
Coconut Creek, Florida (954) 973-6730
TECO Peoples GlU System, T ulio Montesano Conrraa for Meter
lac. Operations Manager 01/01/98 6,800 Rearling (Gas)
1363 Jupiter Park Drive (561) 74]-4702
Jupiter, FL 33458
City of Miami Springs Charles MarshaJI ColTtract for Meter
201 Westward Drive Finance Director 11/01/97 4,200 Reading (Water)
Miami Springs, FL 33166-5259 (305) 885-4581 00. 102
ColumbiA Propane Joe Williams Contract for Meter
5909 Hampton Oaks Pkway Regional MAnager 11126/98 2,500 Reading (Gas)
Tampa, FL 33610 (813) 74Q-2591
City of Lake City Dorothy Tyre ContraCt: for Meter
150 N. Alachua St City Treasurer 6/1 &/0 1 11,500 Reading (Water)
P. O. Box 1687 (386) 752-2031
Lake City, FL 32056
Vohuia COUdty Christine Dorningus 11/01/02 Contract for Meter
123 W. Indiana Ave. Rom 402 Utility Billing Supernsor 11,000 Reading (Water)
DelAnd, FL 32720 (386) 736-5971
JUL-10-2002 16:]0
9547410450
96%
P.02
City of Winter Springs
Cost Benefit Analysis
Contracting out Meter Reading
FY03
Annua/Costmcurred
Contract with Severn Trent @ .645 per read
Annual Cost Saved
Personnel and Operating
$
$92,880
$92,900
($20)
#
12000 est # meters monthly
CITY OF WINTER SPRINGS
ASCAL YEAR 2002.2003 OEPARTMENT REQUEST
ANANCE. METER SERVICES .1320
Char&Carlos Dennis
To Utility To Vt Bill
Department Manager's
Projected Original Approved Request Recommendation Requested Requested
Account FY 99/00 FY 00/01 FY 01/02 FY 01/02 FY 01102 FY 02/03 FY 02/03 FY 02/03 FY 02/03
IWnlw: Descrlotlon of Exocndlture Actual Actual Actual Budget Budget Budget Budget Budget Budget Savings
Baseline:
51210 Regular Salaries SO 5156,716 5164,600 5164,400 5164,400 5153,700 $153,700 557,500 538,000 $58.200
51210 Sick Leave Purchase SO $0 $500 $500 $500 5500 $500 5500 SO SO
51214 Overtime Salaries SO 51,119 514,500 54.700 54,700 58,100 58,100 54,000 SO 54,100
52110 F.I.CA Taxes-City Portion SO $11,491 513,400 $12,600 $12,600 512,400 $12,400 54,800 $2,900 $4.700
52310 Health/Life Insurance1Disabllily SO 512,619 521,440 519,200 519.200 518,900 518,900 56,700 54,000 58,200
52320 Worl<ers' Comp. Insurance SO 56,458 57,200 56,400 56,400 57,200 57,200 52.700 51,800 52,700
52330 Pension Expense SO 511,891 513,400 513,200 513,200 512,700 512,700 55,000 S2,800 54,900
Total Payroll SO 5200,294 5235,040 5221,000 $221,000 $213,500 5213,500 581,200 549,500 $82,800
53P2 Retainer. Financial Advisor $0 $0 $0 SO SO SO SO $0 SO SO
n _ Physical Exams SO $0 $0 $0 SO SO SO SO SO SO
Consultanl Services SO $0 SO $0 SO SO SO $0 $0 SO
Outside Services-Temp Serv $0 SO $22,000 SO SO SO SO SO SO SO
Audit Services SO $0 SO SO SO SO SO SO $0 SO
Service Charges SO SO $0 $0 SO $0 SO $0 SO SO
Travel and Per Diem $0 $0 5100 5900 5900 51,000 51,000 SO 51,000 SO
Telephone SO SO $0 $0 SO SO SO SO SO SO
Postage SO $0 $0 SO SO $0 SO SO SO SO
General Insurance $0 SO SO SO SO $0 $0 $0 $0 SO
Repair & Maintenance. Equipmenl SO 53,172 $2,000 $2,000 $2,000 52,000 $2,000 5500 SO 51,500
Software Maint & License SO $0 SO SO $0 $0 SO SO SO SO
Maintenance Agreements & Contracts $0 SO 53,500 $3,500 53,500 53,000 53,000 $0 53,000 SO
Repair & Maintenance - Vehides SO 5811 $1,000 $1,000 51,000 51,000 51,000 5400 SO $600
Repair & Maintenance - Waler Meters SO 51,550 520,000 520,700 520,700 520,000 520,000 520,000 SO SO
Copy Machine Supplies $0 $0 SO $0 $0 SO SO SO SO SO
Printing Expense SO SO 5300 5300 5300 $300 5300 SO 5300 SO
Computer Ser.rices $0 SO SO $0 SO SO $0 SO $0 SO
Legal Advertising $0 SO $1,000 SO SO $0 SO SO SO SO
Classified Advertising $0 SO SO SO SO SO SO SO $0 SO
Office Supplies SO S362 $400 S400 $400 $400 S400 SO S200 S200
Fuel & Oil $0 S2,336 $3,000 $4,500 $4,500 53,000 $3,000 Sl,200 SO Sl,800
Tires & Filters SO S126 S350 $300 S300 $300 S300 $100 $0 $200
Water & Reclaimed Meier - Replacement SO S54 ,400 $25,000 $100,000 $100,000 550,000 $50,000 S50,OOO SO SO
Operating Supplies SO $2,756 $2,000 $2,000 $2,000 52,000 S2,OOO $500 $500 $1,000
Water Meter - New Accounts SO S44,808 $10,000 519,500 519,500 520,000 520,000 520.000 SO SO
Uniforms SO 51,964 52,000 $2,000 52,000 52,000 52,000 $400 SO Sl,600
Small Tools & Equipment SO Sl,275 51,000 51,000 Sl,OOO 51,000 Sl,OOO $400 SO 5600
New Software-Systems SO SO SO $0 SO SO SO $0 $0 SO
Prolective Clothing $0 S143 $500 5500 $500 S500 $500 S200 SO $300
Subscriptions $0 $0 $0 $0 $0 $0 $0 SO $0 SO
Dues & Registrations $0 $0 $0 SO $0 $0 SO $0 $0 SO
Employee Development $0 SO Sl,OOO $1,000 SI,OOO $1,000 Sl,OOO $0 $1,000 SO
Total Operating SO Sl13,703 S95,150 $159,600 S159,600 5107,500 S107,5OO S93.700 $6,000 $7.800
Improvements Other Than Bldgs $0 SO SO SO SO SO SO SO SO SO
Vehide $0 517,609 $20,000 $20,000 $20,000 $0 $0 $0 $0 SO
Other Equipment - IS $0 $202 $2.600 $1,600 $1,600 $0 $0 $0 $0 SO
Other Equipment SO Sl,143 $50 $1,000 $1,000 $0 $0 $0 $0 SO
Total Capital $0 $18,954 $22,650 $22,800 $22,800 $0 $0 $0 $0 SO
$0 5332,951 5352,840 5403,400 5403,400 $321,000 $321,000 5174,900 555,500 590,600
New:
New Personnel Costs
Regular Salaries 53,700 53,700 $1,100 5600 $2.000
F.I.C.A. Taxes-Cily Portion $300 $300 5100 $100 $100
Health/Life InsurancelDis Ins SO SO SO $0 SO
Worl<ers' Comp. Insurance 5200 S200 5100 SO $100
Pension Expense S300 S300 5100 5100 $100
Total New Personnel Costs S4,500 54 ,500 $1,400 5800 52.300
New Operating Cost
.. Account Name SO SO SO SO SO
Total New Operating Costs SO SO SO $0 SO
Capital Outlay
. Accounl Name SO SO SO $0 SO
Total Capital Outlays SO SO 50 SO SO
Sub-Total (New Requests) $4,500 54,500 51,400 S800 52.300
)IA~ M~TEK SERViCES ijijDGET 5325,500 II S325,500 II S176,300 II ~56,300 II S92,900 II
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')011 arc cordiar[y invited Lo attend:
%e (yPJ{iEngineers
}l.llll11a{ ([)in ner Party
';r.:/J ill wnjunction with
'Tfic' (Clll1ue of Cities Convention
r(.zs,/(zr }!ttire)
Co-Sponsors:
'lin/ifepaugli Surveying Services, Inc.
CBaifey P,1l[Jineering ConSll{tants
'Yovaisfi P,ngineeri:ng Sciences, Inc.
'Traffic rp{anning ~ (f)esign, Inc.
CRg,naazza iEnterprises, Inc.
'US Pi(ter Contro( Systems
Lotspeicli and)Issociates, Inc.
rparRJon Co. · rrn.e :Mack.. Co.
:Mrrs . 1.(riiger . JIsli6rooR.. . Leopo[{[
rrSC-Jac06s, Inc. . p(uitfyne Corporation. :Met4?ro Corporation
CJ!CR;Mq · Vniversa{ iE1l[Jineen1l[J Sciences
Priday, )lugust 16, 2002
Wirufridge rtadit Charters "1(fltfifeen wI'
(}3oca CJ<sr.ton CRJsort e1, C{u6
501 P.ast Camino CRJa{
(}3oca CJ<sr.ton, P(Orida
(}3oart{i.ng: 6:30 pm q)eparture: 7:30 pm CRJtum: 11:00 p,m.
rRSo/P 6y)lugust 9,2002 . Linaa qaraner . 407.322.6841 (P.x:J. 3154) · Lgaraner@cpliengineers.com
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August 7, 2002 ./ \ Jfr
Dear Andrea: / i
Please forgive the lateness of this Invitation. I'm so glad that Mr. Le mentioned
!h?t you had not received yours. We would love to have you and your husband
Jom us. I look forward to hearing from you soon!
Linda Gardner
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