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HomeMy WebLinkAbout2004 08 23 Consent 202 COMMISSION AGENDA ITEM 202 CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR August 23, 2004 Meeting MGR /~ IDEPT @. Authorization REQUEST: The Finance Department is requesting authorization from the City Commission to piggyback off of the City of Casselberry, Florida's contract for Meter-Reading Services. We are also requesting authorization to engage Severn Trent Environmental Services, Inc. to read the remote-read meters based on their proposal in the Meter-Reading Services Agreement. PURPOSE: The purpose of this Agenda item is to request authorization to piggyback off of the City of Casselberry, Florida's contract with Severn Trent Environmental Services, Inc. for contract meter-reading services at a cost of $0.68 per manual-read meter and $0.544 per touch- read meter payable from the Utility Billing Division of the Finance Department and reimbursed by the Water and Sewer Utility Fund. Weare also requesting authorization to engage Severn Trent Environmental Services, Inc. to read the remote-read meters at $0.853 per meter as stated in their Meter-Reading Services Agreement (see Attachment 2). CONSIDERATIONS: In July 2002, the Commission approved Severn Trent Environmental Services, Inc. as the City of Winter Springs' meter-reading service provider by piggybacking off of a City of Casselberry, Florida contract for meter-reading services. The City's current contract for meter- reading services expired August 4, 2004. The City of Casselberry requested new proposals (RFP) for their meter-reading services. The RFP was awarded to Severn Trent Environmental Services, Inc. at the July 26, 2004 City of Casselberry Commission meeting (see Attachment 1). The City of Casselberry contract, however, does not specify a price for remote-read meters. The City of Winter Springs has approximately 450 remote-read meters. Severn Trent Environmental Services, Inc. currently charges the City of Winter Springs $0.853 per remote- read meter and is willing to continue that service with out a price increase as can be seen in Attachment 2. Consent Agenda Item 202 August 23, 2004 Page 2 of2 Severn Trent Environmental Services, Inc. has provided contract meter-reading services to the City of Winter Springs since September 1, 2002, whereby they have provided immediate supervision over the contracted meter readers as well as provided the vehicles and other operating expenses associated with the meter readers, such as gasoline, vehicle maintenance, uniforms, etc. This partnership has provided the City's Finance management with substantial time and energy reductions related to managing the meter-reading personnel. Severn Trent Environmental Services, Inc. has performed these services well above average with significant progress being made in the reduction of meter misreads. It is the desire of both the Utility Department and the Finance Depa:rtn1ent to continue to contract out the meter-reading function and to continue our relationship with Severn Trent Environmental Services, Inc. for those servIces. Lastly, the City has worked with the City Attorney's office, who drafted an addendum (see Attachment 3) to Severn Trent Environmental Services, Inc.'s Letter of Agreement, to clarify certain points that are slightly different than the City of Casselberry's agreement. FUNDING: Funding is payable from the Utility Billing Division of the Finance Department (in the General Fund) at a cost of $0.68 cents per manual-read meter, $0.544 per touch-read meter and $0.853 per remote-read meter, which is an increase of 4.4% over our current contract pricing. The General Fund will be reimbursed by the Water and Sewer Utility Fund for 100% of the fees charged. The contract will be for approximately $105,000 per year, based on our current customer count. RECOMMENDATION: It is recommended that the authorization be granted to piggyback off of the City of Casselberry, Florida's Contract #P04-14 with Severn Trent Environmental Services, Inc. for meter-reading services at a cost of $0.68 cents per manual-read meter and $0.544 per touch- read meter. It is also recommended that authorization be granted for the City to engage Severn Trent Environmental Services, Inc. for additional meter-reading services at a cost of $0.853 per remote-read meter. ATTACHMENTS: 1. City of Casselberry Contract #P 04-14 2. Severn Trent Environmental Services, Inc. Letter of Agreement with the City of Winter Springs dated August 1, 2004 3. Agreement Meter-Reading Services (drafted by City Attorney's office) COMMISSION ACTION: ~f\~ tw~ -r~~ 1JJ7r ~+toumm~ , RFP # P 04-14 AGREEMENT THIS AGREEMENT, made as of the S'r~ day of A11.1"'-s r , 2004, by and between the City of Casselberry, Florida, hereinafter referred to as owner, and Severn Trent Environmental Services, Inc., nereinafter referred to as contractor. WITNESSETH: That the Owner and the Contractor, 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 # P04-14 "Meter Reading Services" for the City of Casselberry, Florida. All work shall be performed 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 performance 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. 4. AUTHORITY AND RESPONSIBILITY 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 furnished, work performed, rate of progress of work, interpretation of Specifications, terms and conditions, and all questions as to the acceptable fulfillment 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 Contract Document conflicts with the provisions of another contract Document, the provision in that Contract Document first listed below shall govern, except as otherwise specifically stated: a. Agreement (this instrument) b. Invitation to Bid # P04-14 c. Instructions for Bidders d. Terms and Conditions e. Company Information f. List of References g. List of Sub Contractors h. Drug Free Workplace 1. Proposers Certification J. Addendum k. Specifications I. Proposal.Bid Sheets 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) ~ ~uo..ul\ contr:~or: S~ZMees, me. , Edward Goscicki Signature Ann Sou dreau It Print Name Title: Vi ce Pres i dent (Witness) ~~ J:n&jl~._ Signature 77 eJ:JJcft f)!7CjJherst!! /Jl Print Name Owner: City of Casselberry By: ~ qr~ ", Title: /J1/J Yo ~ /0 11M /S<;(i? ftI<<-... ,- Ex h i bit II I I} CITY OF CASSELBERRY REQUEST FOR PROPOSALS BID # P04-14 lVIETER READING SERVICES ;~ TABLE OF CONTENTS RFP #P04-14 Meter Reading Services (l PAGE .:. Invitation to Bid. ..................... ...0 .............. .... ..........;... ............ ............... ...~. ....... ..... ........... ....... ....... ..... 1-2 .:+ Instructions.. ...... ...... ..-....... .......... ......... ... ....... .............. .......... ........ .... ......... ..... ............. ......0.... ....... ... .......... 3-4 .:+ Terms arId Conditions ............................................................................................................... 5-10 .:. CompaIlY Information.. ........... ..--... ....... .... ........................... ............ ....... ...... ...... ... ..... ....... ............ .......11 .:+ References ....... ....... .......... ......... ... .................. ............. ...... ......... ... .......... ...... ....... ... ...... ......... ... ...12 .:+ Sub Contractors.... .................... .......... .......... ....................... .......... .... ......... .... .... ........ ..... .......... . . 13 .:. Drug Free Workplace. ......... .... ...... ............ ................ .... ......... .............. ........ ...................... .... ...... ......14 .:+ Proposers Certification.. ........ ...... .................. ................. ...... ............. ........ ...... ..... .... ............ .... ...... ....15 .:.. Addend'UIIl Ackn.owledgement..... .... ....... ............. ..... ........ ... ...... .... ....~ ....... ....... ...... ......... ......................16 .:. Specifications .................... ............ ...................................... .............. .... .... ...... ................. .... ... 17-21 .:. Proposal Bid Form ......................................................................................................................... 22-23 .:+ Bid Submission List.......................... ................ ...... ........... .......................................................................................2 4 ) CITY OF CASSELBERRY Purchasing Department 95 Triplet L~e Drive Casselberry, Florida 32707 (407) 262-7700 x 1142 INVITATION TO BID NO. RFP # P 04-14 June 29, 2004 TO: All interested business firms, corporations, partnerships or individuals dealing in Meter Reading Services. The City of Casselberry solicits your proposal for Meter Reading Services, in accordance with the specifications attached hereto. Proposals MUST be submitted on the attached bid forms. Proposals must be received by 12:00 I p.m. (noon-local time) on Friday, July 16,2004. All proposals received after 12:00 p.m. will be returned to sender unopened. Special Condition "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 or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair 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 TWO for a period of 36 months from the date of being placed on the convicted vendor list." DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the cqnstruction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may, not transact business with any public entity. IF MAlLING BIDS, MAll.. TO: IF DELNERING BID IN PERSON, DELIVER TO: City of Casselberry Finance Department - Purchasing 95 Triplet Lake Drive Casselberry, Florida 32707 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 #P04-14, Meter Reading Services. All bidders, -their agents- or representative are invited to be present at the bid opening scheduled to begin at 2:30 p.m., on Friday, July 1~, 2004. The City reserves the right to reject any or all proposals, with or wiLl-lOut c:mse, to waive technicaiities, or to accept the proposals which ~ its best judgment best se.::ves the public interest under all circumstances. Late proposals will be returned to sender unopened. Cost of submittal of this proposal is considered an operational cost of the proposer and shan nO! be passed on to be borne by the City. Sincerely, ~ Purchasing Agent 2 REQUEST FOR PROPOSAL RFP# P 04-.1 4 METER READING SERVICES INSTRUCTIONS FOR BIDDERS Sealed proposals will be received by the City of Casselberry, Casselberry Florida at Casselberry City Hall until July 16;2004 at 12:00 p.m. . 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# P04-14 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 Department/Purchasing 95 Triplet Lake Drive Casselberry, Florida 32707 Unsigned proposals will be considered incompl~te and subject to rejection. Proposals having erasures/corrections must be imtialed in ink by the proposer. In case of errors in extensions, unit prices will govern. By signing the proposal, th.e proposer agrees that the proposal is made Without any misunderstanding, 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 terms 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 2:30 p.m., Friday July 16, 2004. 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. .., ~ Any clarifications/changes will be through written addendum only issued by the office of Purchasing. It is the sole responsibility of proposer to verify if any addendums have been issued. 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. 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 ext. 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. 4 TERlVlS AND CONDITIONS RFP # P04-14 Meter Reading Services The City of Casselberry is seeking a firm, for Mete-r Reading Services. The firm awarded this contract must meet or exceed all terms, conditions and specifications of the Ciry of Casselberry . The awarded contract will be effective August 9, 2004. The firm awarded this contract must be prepared to starr reading meters on August 9, 2004. The bid will be for a period of two (2) years at a fixed price. HOWEVER, by mutual consent of the City of Casselberry 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 (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. Tills contract is being awarded by and for the City of Casselberry and on behalf of the following entities: City of Tavares Lori Houghton 352-742-6212 City of Lake Mary Jackie Sova 407-585-1409 The firm awarded this contract will e~tend all terms and conditions, price and specifications to the above listed entities. Please contact Lori and Jackie to make an appointment for review of their meter systems. The governing board of the above listed public entities must independently approve the contract for meter reading services. The firm awarded this annual contract is encouraged to permit any other governmental agency in the area to participate in the contract under the same terms and conditions. 1. Complete all forms and attach proof of proper license (occupational) and trade certifications (if any). Bids submitted without proof of license will be disqualified. 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. 5 4. Insurance renIDrements: 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 Ciry with the following minimum coverage: All insurance policies shall be with ~urers willi an acceptable rating, registered and licensed to do business in the State of Florida. 5. The selected firm or individual will be required to name the City as an additional named insured with the followin~ minimum coverage's: A. Workers Compensation shall be maintained by the selected firm or individual for all employees engaged 'in the work under the Bid, RFQ or RFP in accordance with the Laws of the State of Florida. Employers Liability Insurance shall be maintained by the selected firm or individual at limits no less than the following: $100,000 Each Accident $100,000 Disease Each Employee $500,000 Disease Aggregate B. Comprehensive General Liability Insurance shall be maintained by the selected firm or individual with limits not less than the following: $1,000,000 Bodily Injury & Property-Damage-each occurrence $1,000,000 Personal & Advertising Injury-each occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregated limit $ 5,000 Medical Payment $ 100,000 Fire Damage Legal Liability Coverage shall include contractual liability and independent contractors liability. C. Automobile Liability Insurance shall be maintained by the selected firm or individual with a combined single limit of not less than $1,000,000 Bodily Injury and Property Damage in accordance with the Laws of the State of Florida, as to the ownership, maintenance, and use of all owned, non-owned, leased or hired Vehicles D. All insurance minimum coverage's extend to any subcontractor, and the general contractor is responsible for all sub-contractors. 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 spac;e provided before the word dav's prior notice. All contractor policies are to be considered primary to City coverage and shall not contain co-insurance provisions.. . 6. The contractor(s) will provide name(s) of any sub-contracting firms used; in addition, contractor will guarantee that each sub-contractor possess and maintains .required insurance and licenses. (Attach proof of proper licenses) 7. By submitting a proposal, the offer certifies having fully read .and understands 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 services to be provided and the conditions under which the services are to be performed. 6 8. Figures quoted shall remain firm for forty-five (45) days or umil acceptance of the offers quoted and agreement signed. 9. Reserved Rights of the City - The proposal may be awarded in part or in whole. The City of Casselberry reserves the right to accept or reject any or all proposal which they may deem to best serve the interest of the City. The right is reserved to waived technicalities' or informalities. Proposer, warrants that prices, terms and conditions quOted on this proposal will be finn for acceprance for a period of forty-five (45) days from date of bid opening. 10. 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. 11. Public Records - Upon award recommendation or ten (10) days after opening, bids become public records and shall be subject to public disclosure consistent with chapter 119, Florida State Statute. 12 Patent Indemnity - To the fullest extent permitted by law, the ~ONTRACTOR (OR CONSULTANT) shall indemnify, hold harmless and defend the CITY, its agents, servants, and employees, or any of them, from and against all claims, damages, losses, and expenses including, but not limited to, attorneys' fees and other legal costs such as those for paralegal, investigative, and legal support services, and the acrual cost incurred for expert witness testimony, arising out of or resulting from the performance of services required under this Agreement, provided that same is caused in whole or part qy the error, omission, negligent act, conduct or misconduct of the CONTRACTOR, . its agents, servants, employees, or subcontractors. In accordance with Section 725'-06, -Florida Statutes, adequate consideration has been provided to the CONTRACTOR for this obligation, the receipt and sufficiency of which is hereby specifically acknowledged. Nothing herein shall be deemed to affect the rights, privileges, and immunities of the CITY as set forth in Section 768.28, Florida Statutes. In claims against any person or entity indemnified under this section by an employee of CONTRACTOR or its agents or subcontractors, apyone directly or indirectly employed by them or anyone for whose acts they may be liable, the indemnification obligation under this Subsection shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for CONTRACTOR or its agents or subcontractors, under Workers' Compensation acts, disability benefits acts, or other employee benefit acts. 13. 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. 14. The subsequent contract is considered a firm fixed priced contract. The fee proposed shall remain finn and shall include all charges that may be incurred in fulfilling the terms of this contract. 15. 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). 16. Payment will be accomplished by submission of invoice, in duplicate with itemization of all work performed by location and mailed to: 7 City of Casselberry Accounts Payable Department 95 TripIer Lake Drive Casselberry, Florida 32707 Once the City representatives have approved the invoices, payment will be made witbin thirty (30) days. 17. 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. All DOT requirements must be met when working in roadway medians/right of ways. 18. Representation and Warranties of Contractor - The contractor represems and warrants to the City: A. That they have been in the business of Meter Reading Services III Florida for a minimum of four (4) years. B. That they can provide to the City references of three (3) current Municipal/County accounts which amount to an annual income to the contractor of at least $50,000.00 annually. C. That they have a sufficient no. of employees to effectively and efficiently maintain this contract. D. That they have the fInancial resources and equipment to perform this contract. E. That they have trained employees and the resources to implement Meter Reading Services on August 9, 2004, 19. Obli2ations of the City of CasselberrY - The contractor(s) shall receive all its instructions_ from the City representatives. The City representatives and contractor shall meet regularly, at least monthly. 20. Manner of Performance ) 20.1 The contractor shall perform all its obligations and functions under 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. 20.2 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. 20.3 The contractor shall be responsible that any articles found by its employees are turned over to the City. 20.4 The contractor will abide by All State and Federal Regulations on wages and hours of an employee. 8 20.5 The contractor shall be responsible for all its empioyees, subcontractors and tll.eir actions during the term of this contract with the City of Casselberry. 20.6 '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 prompdy when all fees become due. 20.7 :The City will lease the contractor office space. The monthly lease will be negotiated with the contractor after recommendation "to award" has been made. 20.8 'The firm awarded this contract will provide an implementation schedule. This schedule must be submitted and approved by the City representative in advance of start date. 20.9 There will be no weekend work unless approved by the City in advance. 20.10 The contractor will leave the site clean, clear of debris and safe at all times. 20.11 The City reserves the right to increase or decrease quantities. 20.12 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. 20.13 ! Please make sure all forms and bid sheets requiring signatures are completed, signed . and returned in a sealed envelope marked on the outside RFP# P04-14 Meter . Reading Services. 20.14 Failure to comply with these specifications and instructions will result III disqualification of your bid. 21. Evaluation of Proposals: Award shall be made to the most responsible and responsive proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below: A. Price B. References C. Experience of the proposers business and employees of business D. The sufficiency of [mancial resources and ability of company to perform this contract E. Location of business F. Manpower G. Company history H. No. of employees available for the performance of this contract I. Such other information as may be requested or secured 9 22. Interpretation of Documents If any person contemplating submitting a Proposal is in doubt as to the true meaning of any parr of the Specifications or Procedural documents; or tinds 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 an addendum to the proposal needs to be issued. If an addendum is issued, it will be mailed or delivered to each person receiving a set of the proposal documents. It is the proposers responsibility to verify if any addendums have been issued. 10 COMPANY INFORMATION Bid # P04-14 Meter Reading Services IMPORTANT: This form must be returned with the Bid Proposal Form. (Please Print or Type) Company Name: Severn Trent Environmental Services. Inc. 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: Cornoration Federal ill or SS # 62-1168252 Contact Person: Ken- Irvin E-Mail Address:kirvin@stes.com No. of Years in Business: >35 vears No. of Employees: 1.176 No. of Employees to be assigned to this project: 3 staffulus 5 additional indirect SUUDOrt , No. of Clients your company is currently servicing: 535 No. of Years experience (combined) of employees to be assigned or available for this contract 36 Severn Trent Environmental Services. Inc. Company Name (Please Print) - --~ .~. ~.~~ Authorized Signature 11 LIST OF REFERENCES RFP # P04-14 Meter Reading Services IMPORT ANT: This form must be returned with the bid proposal form. The bidder shall complete the following regarding experience in Meter Reading Services. References must be current contracts. 1. Name of Company Volusia County Address 123 W. Indiana Ave. #402. De Land. FL 32720: 386-736-5971 Contact Person Christine DominQ.Us Contract Date June I. 2004 Amount of Contract $109 .590/vear 2. Name of Company City of Lake City Address P.O. Box 1687. Lake City. FL 32056 Contact Person Dorothv Tvre Contract Date June 18. 2001 Amount of Contract $92.000/vear 3. Name of Company City of Sunrise Address 10770 W. Oakland Park Blvd.. Sunrise. FL 33351 Contact Person Linda Mavnard Contract Date Januarv 1. 1997 Amount of Contract $406.080/vear Please refer to Appendix A for a complete list of Severn Trent meter reading clients. 12 LIST OF SUBCONTRACTORS RFP # P04-14 Meter Reading Services IMPORTANT: This form must be returned with the bid proposal form. (mark NONE if no sub-contractors are to be used) 1. Name of Company NONE Address Contact Person Telephone 2. Name of Company Address Contact Person Telephone 3. Name of Company Address Contact Person Telephone 4. Name of Company Address Contact Person Telephone ATTACH: A copy of any signed agreements you have with any sub-contractors listed above. 13 DRUG-FREE WORKPLACE CERTiFICATION RFP # P04-14 Meter Reading Services In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. ' 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring 'in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Severn Trent Environmental SerVices. Inc. Company Name (please print) /-i ~ ~ ~~., Authorized Signature 14 PROPOSERS CERTIFICATION RFP # P04-14 Meter Reading Services I have carefully examined the Req\lest for Proposal, Instructions for Bidders, Terms and Conditions, proposal forms and all other docl.ffi1ents accompanying or made a part of RFP # P04- 14. I hereby propose to furnish the commodity or services specified in- the Request for Proposals at the prices or rates quoted in my proposal. I agree that my proposal will remain firm for a 'Period of forty-five (45) days in order to allow the City adequate time to evaluate the proposals. I certify that all information contained in this Request for proposal is truthful to the best of my knowledge and believe. I further certify I am duly authorized to submit this proposal on behalf of the vendor/contractor as its act and deed and that the vendor/contractor is ready, willing and able to perform if awarded this RFP. I further certify, under oath, that this bid/proposal is made without prior understanding, agreement, connection, discussion or collusion with any other person, firm or corporation submitting a bid/proposal for the same commodity or services; no officer, employee or agent of the City of Casselberry or of any other bidder/proposer interested in said bid/proposal; and that the undersigned executed this bidders/proposers certification with . full knowledge and understanding of the matters therein contained and was duly authorized to do so. Severn Trent Environmental ServiCes. Inc. Name of Business Sworn to and subscribed before me BY:~~ //t Signature this 1 ~ u. day of -84 ,2004 , Edward Goscicki. P .Eo_ Vice President Name and Title, Typed or Printed ~ rY1. tj~~l\ Signature of Notary 4837 Swift Road. Suite 100 Mailing Address Notary Public, State of .J-j)~~ Sarasota. Florida 34231 City, State, Zip Code Personally Known J -or.- Produced Identification ( 941 ) 9/5-3088 Telephone Type: 15 :u......ANNM~T' r i ~ ComrIIe DC03t15n i : lttl!\"'ll e-.~ i l~~b &cndId lhnI (~i . -...1!:" FtoncIa Natmy A8mI. Inc : s......M:................................:....., CITY OF CASSELBERRY RFP # P04-14 Meter Reading Services Addendum Page The undersigned acknowledges receipt of the following addendum to Bid # P-04-14. (Give number and date: of each) It is the proposers responsibility to verify if any addendums have been issued. Addendum No. ( none) Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. ' Dated Failure to submit acknowledgement of any addendum issued will be cause for rejection of bid or proposal. Severn Trent Environmental Services. Inc. Company Name (please print) ~~4 Authorized Sigrn(ture 16 TECHNICAL SPECIFICATIONS RFP #- P04-14 Meter Reading Services The City of Casselberry is seeking a Company experienced in the water meter industry to read approximately 19,700 water meters per month. The City currently has 19,700 Sensus touch read meters. 1. Cities ResDonsibilitv: A. The City of Casselberry will 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 mpnth. F. The 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. . 1. 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 often (10) working days. II. Contractors ReSDonsibilitv: 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. B. Meter reading errors resulting from errors in reading by Contractor will be charged back to the Contractor in accordance with the following schedule: 17 - Ninnber.-of errors -. -- 1_: Charge to Contractor --- ' '- . - 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 , five (5) or more errors per 1006 meters $10.00 per error * 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 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 responsible 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 performance and the distribution of water. The format for reporting shall be approved in writing by the City and the Contractor. Contractor recognizes that appropriate use of meter reader entered codes is critical to City's utility billing operation, and that this is a required part of the meter reading function. Contractor further recognizes that inappropriate or inaccurate use of meter reader entered codes is unacceptable. Inaccurate meter reader entered codes that result in estimated customer utility bills will be charged back to the Contractor at the rate of $1 0.00 per entered code. F. The Contractor shan be responsible for the routine cleaning of the meters and the meter boxes, which means ensuring that accessibility to the meter is not hampered by grass, sand, or debris of any kind. Contractor recognizes that it is unacceptable for meter box covers and/or meter caps to be left open or not properly seated or closed, and will take reasonable measures to ensure that these conditions are not caused by Contractor or Contractor's employees. All mechanical repairs to the meter boxes will be the responsibility of the City and Contractors employees will not attempt repairs of any kind. 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 facility malfunctions, or actual or potential safety problems. Reporting format shall be approved by the City. 18 H. Tne 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 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 $100.00 for each additional day required to complete the work. K. Contractor must furnish trained personnel necessary to complete 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 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. M. Emoloyee Identification and Uniform: Personnel assigned will be required to wear a Contractor provided uniform and identification badge with employee photo. Tne design of the uniform is subject to approval of the City. The logo, seal or name of City shall not be used without the permission 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. Contractor'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. 19 No meter reader will be permitted to work in the field without the appropriate uniform llild identification badge, unless the employee is working in ;]. 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 $25.00 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 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. Contractor'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 of the City as outlined in the City's Safety handbook. O. 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 ordinarlces, 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. Indeuendent 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 his 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 performed 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 constnIed as creating a partnership or joint enterprise between the City and Contractor. 20 No federal, state or local income tax or payroll tax of any kind will 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 pertormed under this contract for federal, state, or local tax purposes. Contractor expressly represents that it is an independent Contractor. . Q. Non Assilffiabilitv: 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. Ooerations during disoute: 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 cov~nants 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 grounds of race, color, religion, national origin, age, sex, or disability. In this regard, Contractor shall keep, retain and safeguard all records relating to this contrCict or work performed hereunder for a minimum period of three (3) years from fin~l 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 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 for 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. u. 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 uncalled portion of the bond shall be released or returned to the Contractor within thirty (30) days after conclusion of this contract. 21 CITY OF CASSELBERRY RFP # P04-14 Meter Reading Services PROPOSAL 1. The following proposal is hereby made to the City of Casselberry, Florida hereinafter called the Owner. Proposal is submitted by: Severn Trent Environmental Services. Inc. 2. The undersigned hereby proposes and agrees to furnish all the necessary labor, materials, tools and services without exception in accordance with Request for Proposal EE # P04-14. 3. In submitting this proposal, the undersigned declares that the only persons or parties interested in the proposal as principals are those named herein and that the proposal is made without collusion with any other person, firm or corporation. 4. The undersigned declares that he has 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 performed and with the conditions affecting the meter reader services; and understands that in making this proposal he waives all rights to plead any misunderstanding regarding the same. 5. Proposal Price: Meter Reading Services Cost per meter Per month Cost per meter Per year Years 1 & 2 touch read meters $0.544 manual read meters $0.68 Year 3 (if renewed) touch read meters $0.56 manual read meters $0.70 Year 4 (if renewed) touch read meters $0.577 manual read meters $0.721 $6.528 $8.16 $6.72 $8.40 $6.924 $8.652 22 6. Owner's Ri!!hts Reserved The undersigned understands that the City reserves the right to 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. CODtractor/compa,D1~ Trent Environmental Services, Inc. ~~ Edward Goscicki, PE Signature Print or Type Name 23 CITY OF CASSELBER..{;(Y RFP # P 04-14 Meter Reading Services Bid Submission List The forms (pages) listed below are to be completed and submitted with your Bid. Failure to do - so will result in disqualification of your Bid. l. Request fOT Bid (cover page) 2. Company information (page 11) 3. List of References (pageI2) 4. List of Subcontractors (page 13) 5. Drug Free Workplace (page 14) 6. Proposers Certification (page 15) 7. Addendum Acknowledgement (page 16) 8. Proposal Bid Form (page 22-23) 9. Copy of Licenses and/or Certifications 24 Exhibit "2" . ~. " - - , CITY OF CASSELBERRY.- -'. RFP # P04-14 <. . ~ ...;,. Meter Reading Services PROPOSAL 1. The following proposal is hereby made to the City of Casselberry, Florida hereinafter called the Owner. Proposal is submitted by: Severn Trent Environmental Services, Inc, 2. The undersigned hereby proposes and -agrees to furnish all the necessary labor, materials, tools and services without exception in accordance with Request for Proposal EE # P04-14. 3. In. submitting this proposal, the undersigned declares that the only persons or parties interested in the proposal as princip;:t 1 s are those na..rned herein and that t.~e proposal is made without collusion with any other person, firm or corporation. 4. The undersigned declares that he has 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 performed and with the conditions affecting the meter reader services; and understands that in making this proposal he waives all rights to plead any misunderstanding regarding the same. 5. Proposal Price: Meter Reading Services Cost per meter Per month Cost per meter Per year Years 1 & 2 touch read meters $0.544 manual read meters $0.68 Year 3 (if renewed) touch read meters $0.56 manual read meters $0.70 Year 4 (if renewed) touch read meters $0.577 manual read meters $0,721 $6.528 $8.16 $6,72 $8.40 $6.924 $8.652 22 .:.. ., ., . .'1......'::,.... 6. Owner's Rights Reserved The undersigned understands that the City reserves the right to reject any or aJi 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. con::2:;n(/ID Tren~EnvirOnmental Services, Inc. Edward Goscicki, P.E. Signature . Print or Type Name 23 ~sut+ %~ tke-M un- SEVERN QJ~hmd1f 7- - -TRENT. SERVICES August 1, 2004 Ms. Michelle Greco Finance Manager City of Winter Springs 1126 East S.R. 434 Winter Springs, Florida 32708 Subject: Meter Reading Services Agreement Dear Ms. Greco: This letter is to serve as an agreement between the City of Winter Springs (the .City") and Severn Trent Envionmental Service for the City to piggyback to the City of Casselberry agreement for Meter Reading Services. A signed copy of Severn Trent's contract with the City of Casselberry stipulating the scope of work, pricing and other contract conditions is forthcoming. Please note the only difference between the services provided to the City of Casselberry and the services Winter Springs may require are radio reads which are therefore not addressed in the Casselberry contract. Severn Trent can continue to read your radio read meters at $.853 per meter, or the City may opt to read those themselves. If you are in agreement, please sign both copies of this letter where applicable below, return one copy to Severn Trent in the enclosed self-addressed stamped envelope and retain one copy for your records. The new pricing will take effect with the August reading cycle and their will be no interruption of service. Severn Trent has enjoyed working with you and your staff over the last two years and looks forward to continuing our mutually beneficial business relationship. Meter Reading Services including radio reads: Michelle Gfeee (or Authorized Winter Springs Representative) Date O-t> nlLW.. tV. mele1vlort-j ~b "1V1f) VlI1/1er- Meter Reading Services excluding radio read;:"" .....u Mie~elle GFeOO (or Authorized Winter Springs Representative) Date (4)riCLtd.W.IY\e-lemMe, CA;n,~<< Severn Trent Environmental Services' 4837 Swift Rd., Suite 100, Sarasota, FL 34231' Tel 941-925-3088 Fax 941-924-7203. www.sevemtrentservices.com SEVERN ---T R E- N T - SERVICES Page 2 City of Winter Springs August 1, 2004 Please do not hesitate to call Oscar Varona (954-741-0803) or I (941-925-3088) if you have any questions, or wish to discuss any of Severn Trenf's other services. Sincerely, ~~ Edward Goscicki, P.E. Vice President copy: Ken Irvin David Tinoco Oscar Varona Rita Varona ATTACHMENT 3 AGREEMENT METER READING SERVICES THIS AGREEMENT, made and entered into this _ day of ,2004, by and between the City of Winter Springs, a Florida municipal corporation (the "City"), and Severn Trent Environmental Services, Inc., a Texas corporation ("Contractor"). WIT N E SSE T H: WHEREAS, the City desires to contract for and Contractor desires to provide meter-reading services; and WHEREAS, the City has reviewed the terms and conditions ofthe agreement between the City of Casselberry, Florida and the Contractor providing meter reading services, dated August 5, 2004, and which is attached hereto as Exhibit 1 and is incorporated herein fully by this reference, and desires to piggyback or engage the Contractor under the same terms and conditions, except as provided herein. NOW THEREFORE in consideration of the mutual covenants and conditions contained herein and for other valuable consideration the receipt and sufficiency of which is acknowledge by the parties hereto, the parties agree as follows: 1. The City shall not be obligated to provide administrative offices for Contractor's staff. The City will continue to provide Contractor with a location outside of City Hall where the handheld meter reading devices will be stored when not in use. 2. Contractor acknowledges and agrees that the City has four (4) billing cycles per month. 3. Contractor shall furnish vehicle identification clearly identifying the vehicle and its occupants as performing meter reading services. 4. Contractor agrees no meter reading shall be performed between 7:00 PM and 6:00 AM, regardless of Daylight Savings Time. Meter reading on Saturday, Sunday and on City of Winter Spring holidays shall be prohibited unless approved in advance by the City. A list of current City holidays will be provided upon award of contract. 5. Contractor agrees all hand held meter reading devices shall be returned to location directed by the City outside of the City of Winter Springs City Hall. 6. Contractor shall agree to follow all City safety policies, if any. Such policies shall be provided upon full execution of this Agreement. 7. The Contractor agrees contact with the City for operational issues shall be with Mr. .Dennis Waldrop, Utility Manager at 407-327-8954 and for administrative matters shall be with Michelle Greco, Finance Director at 407-327-5960. Such contact points maybe changed at the discretion ofthe City with written notice to the Contractor. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in three (3) originals counterparts the day and year first above written. Witness Severn Trent Environmental Services, Inc. By: Edward Goscicki, Vice President Attest: City of Winter Springs, Florida By: Ronald W. McLemore, City Manager Andrea Lorenzo-Luaces, City Clerk '- SEVERN -T-R-E-N-T--- SERVICES September 7, 2004 Ms. Michelle Greco Finance Director City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708-2799 Subject: Meter Reading Services Agreement Dear Ms. Greco: In response to your letter dated August 26, 2004, enclosed is a fully executed original of the subject agreement for your files. Severn Trent Services is pleased to have the opportunity to continue to serve the City of Winter Springs, and thanks you for your assistance in the completion of this contractual process. Sincerely, ~ (Y), Do.v-~ Ann M. Boudreault Executive Assistant enclosure copy: Oscar Varona, Meter Reading Manager Pamela Curry, STS, Houston RECEIVED SEP 1 0 Z004 OF WlNTEI't SPRINGS Severn Trent Services' 4837 Swift Rd., Suite 100, Sarasota, FL 34231. Tel 941-925-3088' Fax 941~2l-7200tnce Dlreclor www.sevemtrentservices.com . , AGREEMENT METER READING SERVICES THIS AGREEMENT, made and entered into this 26th day of August, 2004, by and between the City of Winter Springs, a Florida municipal corporation (the "City"), and Severn Trent Environmental Services, Inc., a Texas corporation ("Contractor"). WIT N E SSE T H: WHEREAS, the City desires to contract for and Contractor desires to provide meter-reading services; and WHEREAS, the City has reviewed the terms and conditions ofthe agreement between the City of Casselberry, Florida and the Contractor providing meter reading services, dated August 5, 2004, and which is attached hereto as Exhibit 1 and is incorporated herein fully by this reference, and desires to piggyback or engage the Contractor under the same terms and conditions, except as provided herein. NOW THEREFORE in consideration of the mutual covenants and conditions contained herein and for other valuable consideration the receipt and sufficiency of which is acknowledge by the parties hereto, the parties agree as follows: I. The City shall not be obligated to provide administrative offices for Contractor's staff. The City will continue to provide Contractor with a location outside of City Hall where the handheld meter reading devices will be stored when not in use. 2. Contractor acknowledges and agrees that the City has four (4) billing cycles per month. 3. Contractor shall furnish vehicle identification clearly identifying the vehicle and its occupants as performing meter reading services. 4. Contractor agrees no meter reading shall be performed between 7:00 PM and 6:00 AM, regardless of Daylight Savings Time. Meter reading on Saturday, Sunday and on City of Winter Spring holidays shall be prohibited unless approved in advance by the City. A list of current City holidays will be provided upon award of contract. 5. Contractor agrees all hand held meter reading devices shall be returned to location directed by the City outside of the City of Winter Springs City Hall. 6. Contractor shall agree to follow all City safety policies, if any. Such policies shall be provided upon full execution of this Agreement. 7. The Contractor agrees contact with the City for operational issues shall be with Mr. Dennis Waldrop, Utility Manager at 407-327-8954 and for administrative matters shall be with Michelle Greco, Finance Director at 407-327-5960. Such contact points may be changed at the discretion of the City with written notice to the Contractor. 8. The City will further engage the Contractor to provide additional meter-reading services for radio read meters, which is not otherwise provided for in the City of Casselberry's contract (exhibit 1), at a rate of$0.853 per meter. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in three (3) originals counterparts the day and year first above written. Witness Severn Trent Environmental ervices, - Inc. ~~)t\w..~ O-b~, , [J 1i.o~ Attest: City of Winter Springs, Florida BY~~~t:..-' ~ -=>__ Ronald W. McLemore, City Mana&er CAt,} "ot ,W'\(\tu Spr'lnq 5- , ~xhlb\ t \ RFP # P 04-14 AGREEl\tIENT THIS AGREEMENT, made as of the S'r~ day of A ~l1~s r , 2004, by and between the City of Casselberry, Florida, hereinafter referred to as owner, and Severn Trent Environmental Services, Inc., nereinafter referred to as contractor. WITNESSETH: That the Owner and the Contractor, 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 worlananlike manner, all of the work described in the City of Casselberry request for Proposal # P04-l4 "Meter Reading Services" for the City of Casselberry, Florida. All work shall be performed 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 Qwner shall pay to the Contractor, and, the Contractor shall accept, in full payment for the performance of this Agreement, subject to any additions or deductions provided for hereby, in current :fullds for work performed in accordance with the schedule of unit prices attached hereto and made a part of this agreeI?1ent. 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. 4. AUTHORITY AND RESPONSIBILITY 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 furnished, work performed, rate of progress of work, interpretation of Specifications, terms and conditions, and all questions as to the acceptable fulfillment 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 ev~nt that any provision of one Contract Document conflicts with the provisions of another contract Document, the provision in that Contract Document first listed below shall govern, except as _ otherwise specifically stated: a. Agreement (this instrument) b. Invitation to Bid # P04-14 c. Instructions for Bidders d. Terms and Conditions e. Company Information f. List <;>fReferen9es g. List of Sub COl1tractors h. Drug Free Workplace 1. Proposers Certification J. Addendum k. Specifications 1. Proposal.Bid Sheets 6. IN WITNESS WERE OF, the Parties hereto have caused this instrument to be executed in three (3) original counterparts the day and year first above written: (Witness) Contractor: sev:::::;:;Ctal Services, Inc. BY:~~ Edward Gos~icki ~~\ SignatUre Ann Boudreault Print Name Title: Vi ce Pres i dent (Witness) .~~ /)jeiJ-~.~ Signature IT eJ:nA il7clhersCJ/'/ Print Name Owner: City of Casselberry I;1y: ~ q~~ , - Title: mil- fa;( / Ca #llf/ 1.5<;;(JItIE<..., .. ' Ex h; b; t "1 ~I CITY OF CASSELBERRY REQUEST FOR PROPOSALS BID # P04-14 lVIETER READING SERVICES ij, T ABLE OF CONTENTS RFP #P04-14 Meter Reading Services PAGE .:. Invitation to Bid.. ...................... ......................~................ ...............~.........;~.......... ....................... ..... 1-,2 .:~ Inst:ructions................ ...................................................................... ...... ................. ............................................................................oo.............. 3-4 .:+ Terms an.d Conditions ................................................................................................................... 5-10 .:+ CompaIlY Inform~:ti.on ........... ............ ...............~..................... .... ............... ...........!'...... ............... ...11 .:+ References ..................:-... ......... ... .... ............ ...................... ......... ......................... .... ......... .... ........... .....12 .:+ Sub Contractors................................................................................................................................................ ..13 +:+ Drug Free Workplace ....... ....... ........ ... .......... ......................................... ....... ........ ........ .............. ..... ........ ........ ........ ..14 .:. Pro:posers Certification................................... ............ ......................... ......... .............................................. ..... ..... .............. ...... .....15 .:. AddendUIll Acknowledgement...... .... ....... ............... ..... ...... ........ .... ...........~.......... ................................ .....16 .:+ Specifications ............................ ......~............. ......................... ................... ...................... .............. ........ 17-21 .:+ Proposal Bid Form ..................................................................................................................................................... 22-23 .:. Bid Submission List.................................................. ...... .............. ........ .................... ....................................... ........ ........24 ) CITY OF CASSELBERRY Purchasing Department 9S Triplet L~e Drive Casselberry, Florida 32707 (407) 262-7700 x 1142 INVITATION TO BID NO. RFP # P 04-14 June 29, 2004 TO: All interested business firms, corporations, partnerships 'or individuals dealing in Meter Reading Services. The City of Casselberry solicits your proposal for Meter Reading Services, in accordance with the specifications attached hereto. Proposals MUST be submitted on the attached bid forms. Proposals must be received by 12:00 , p.m. (noon-local time) on Friday, July 16, 2004. All proposals received after 12:00 p.m. will be returned to sender unopened. Special- Condition "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 or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair 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 CATEGDRY TWO for a period ,of 36 months from the date of being placed on the convicted vendor list. ... DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide 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 award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may, not transact business with any public entity. IF MAll..JNG BIDS, MAIL TO: IF DELNERlNG BID IN PERSON, DEllVER TO: City of Casselberry Finance Department - Purchasing 95 Triplet Lake Drive Casselberry, Florida 32707 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 #P04-14, Meter Reading Services. All bidders, 'their agents, or representative are invited to be present at the bid opening scheduled to begin at 2:30 p.m., on Friday, July 1~, 2004. ) The City reserves the right to reject any or all proposals, with or wiLhom cause, to waive technicalities, or to accept the proposals which in its best judgment best serves the public interest under all circumstances. Late proposals will be returned to sender unopened. Cost of submittal of this proposal is considered an operational cost of the proposer and shall nm be passed on to be borne by the City. Sincerely, e~ Purchasing Agent 2 REQUEST FOR PROPOSAL RFP# P 04-.14 METER READING SERVICES INSTRUCTIONS FOR BIDDERS Sealed proposals will be received by the City of Casselberry, Casselberry Florida at Casselberry City Hall until July 16; 2004 at 12:00 p.m. - Proposal should be made on the bid proposal fonn 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# P04-14 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 DepartmentJPurchasing 95 Triplet Lake Drive Casselberry, Florida 32707 Unsigned proposals will be considered incompl~te and subject to rejection. Proposals having erasures/corrections must be imtialed in ink by the proposer. In case of errors in extensions, -q.nit prices will govern. By signing the proposal, the proposer agrees that the proposal is made without any misunderstanding, 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 terms 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 2:30 p.m., Friday July 16, 2004. 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. 3 Any clarifications/changes will be through written addendum only issued by the office of Purchasing. It is the sole responsibility of proposer to verify if any addendums have been issued. 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. 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 ext. 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. 4 TERlVIS AND CONDITIONS RFP # P04-14 Meter Reading Senices The City of Casselberry is seeking a fIrm, for Meter Reading Services. The firm awarded this contract must meet or exceed all terms, conditions and specifications of the City of Casselberry . The awarded contract will be effective August 9,' 2004. The firm awarded this contract must be prepared to starr reading meters on August 9, 2004. The bid will be for a period of two (2) years at a fixed price. HOWEVER, by mutual consent of the City of Casselberry 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 (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 termination. Termination will take place within five (5) days of notification. This contract is being awarded by and for the City of Casselberry and on behalf of the following entities: City of Tavares Lori Houghton 352-742-6212 City of Lake Mary Jackie Sova 407-585-1409 The firm awarded this contract will e~tend all terms and conditions, price and specifications to the above listed entities. Please contact Lori and Jackie to make an appointment for review of their meter systems. The governing board of the above listed public entities must independently approve the contract for meter reading services. The firm awarded this annual contract is encouraged to permit any other governmental agency in the area to participate in the contract under the same termS and conditions. 1. Complete all forms and attach proof of proper license (occupational) and trade certifications (if any). Bids submitted without proof of license will be disqualified. 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. 5 4. Insurance remllrements: Upon award the successful bidder shall be requir.ed 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 ~urers with an acceptable rating, registered and licensed to d6 business in the State of Florida. 5. The selected fIrm or individual will be required to name the City as an additional named insured with the following minimum coverage's: A. Workers Compensation shall be maintained by the selected firm or individual for all employees engaged 'in the work under the Bid, RFQ or RFP in accordance with the Laws of the State of Florida. Employers Liabiliry Insurance shall be maintained by the selected firm or individual at limits no less than the following: $100,000 Each Accident $100,000 Disease Each Employee $500,000 Disease Aggregate ~ B. -Comprehensive General Liability Insurance shall be maintained by the selected firm or individual with limits not less than the following: $1,000,000 Bodily Injury & Property Damage-each occurrence $1,000,000 Personal & Advertising Injury-each occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregated limit $ 5,000 Medical Payment $ 100,000 Fire Damage Legal Liability Coverage shall include contractual liability and independent contractors liability. C. Automobile Liability Insurance shall be maintained by the selected firm or individual with a combined single limit of not less than $1,000,000 Bodily Injury and Property Damage in accordance with the Laws of the State of Florida, as to the ownership, maintenance, and use of all owned, non-owned, leased or hired Vehicles D. All insurance minimum coverage's extend to any subcontractor, and the general contractor is responsible for all sub-contractors. 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 day's prior notice. All contractor policies are to be considered primary to City coverage and shall not contain co-insurance provisions.' 6. The contractor(s) will provide name(s) of any sub-contracting finns used; in addition, contractor will guarantee that each sub-contractor possess and maintains -required insurance and licenses. (Attach proof of proper licenses) 7. By submitting a proposal, the offer certifies having fully read .and understands 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 services to be provided and the conditions under which the services are to be performed. 6 8. Figures quoted shall remain firm for forty-five (45) days or umil acceptance of the offers quoted and agreement signed. 9. Reserved Rights of the City - The proposal may be awarded in pan or in whole. The City of Casselberry reserves the right to accept or reject any or all proposal which they may deem to best serve the interest of the City. The right is reserved to waived technicalities' or informalities. Proposer. warrants that prices, terms and conditions quoted on this proposal will be firm for acceptance for a period of forty-five (45) days from date of bid opening. 10. Award - The City of Casselberry anticipates awarding one (l)coniract, but reserves the right to award more than one if in it's best interest. 11. Public Records - Upon award recommendation or ten (10) days after opening, bids become public records and shall be subject to public disclosure consistent with chapter 119, Florida State Statute. 12 Patent Indemnitv - To the fullest extent permitted by law, the ~ONTRACTOR (OR CONSULTANT) shall indemnify, hold harmless and defend the CITY, its agents, servants, and employees, or any of them, from and against all claims, damages, losses, and expenses including, but not limited to, attorneys' fees and other legal costs such as those for paralegal, investigative, and legal support services, and the acrual cost incurred for expert witness testimony, arising out of or resulting from the performance of services required under this Agreement, provided that same is caused in whole or pan qy the error, omission, negligent act, conduct or misconduct of the CONTRACTOR, - its agents, servants, employees, or subcontractors. In accordance with Section 725.'06, -Florida Statutes, adequate consideration has been provided to the CONTRACTOR for this obligation, the receipt and sufficiency of which is hereby specifically acknowledged. Nothing herein shall be deemed to affect the rights, privileges, and immunities of the CITY as set forth in Section 768.28, Florida Statutes. In claims against any person or entity indemnified under this section by an employee of CONTRACTOR or its agents or subcontractors, anyone directly or indirectly employed by them or anyone for whose acts they may _ be liable, the indemnification obligation under this Subsection shall not be limited by a limitation on amount or type of damages, compensation or benefits- payable by or for CONTRACTOR or its agents or subcontractors, under Workers' Compensation acts, disability benefits acts, or other employee benefit acts. 13. 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. 14. The subsequent contract is considered a firm fixed priced contract. The fee proposed shall remain firm and shall include all charges that may be incurred in fulfilling the terms of this contract. 15. 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). 16. Payment will be accomplished by submission of invoice, in duplicate with itemization of all work performed by location and mailed to: 7 ~ City of Casselberry Accounts Payable Department 95 Triplet Lake Drive Casselberry, Florida 32707 Once the City representatives have approved the lllVOlces, payment will be made within thirty (30) days. 17. 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. All DOT requirements must be met when working in roadway medians/right of ways. 18. Representation and Warranties of Contractor - The contractor represents and warrants to the City: A. That they have been in the business of Meter Reading Services III Florida for a minimum of four (4) years. B. That they can provide to the City references of three (3) current Municipal/County accounts which amount to an annual income to the contractor of at least $50,000.00 annually. C. That they have a sufficient no. of employees to effectively and efficiently maintain this contract. D. That they have the financial resources and equipment to perform this contract. E. That they have trained employees and the resources to implement Meter Reading Services on August 9,2004, 19. Obligations of the City of CasselbeITY - The contractor(s) shall receive all its instructions . from the City representatives. The City representatives and contractor shall meet regularly, at least monthly. 20. Manner of Performance ,J 20.1 The contractor shall perform all its obligations and functions under this agreement in accordance with all tenns, cqnditions, 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. 20.2 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 . 20.3 The contractor shall be responsible that any articles found by its employees are turned over to the City. 20.4 . The contractor will abide by All State and Federal Regulations on wages and hours of an employee. 8 20.5 The contractor shall be responsible for all its employees, subcontractors and their actions during the term of this contract with the City of Casselberry. 20.6 '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 prompdy when all fees become due. 20.7 :The City will lease the contractor office space. The monthly lease will be negotiated with the contractor after recommendation "to award" has been made. 20.8 'The firm awarded this contract will provide an implementation schedule. This schedule must be submitted and approved by the City representative in advance of start date. 20.9 There will be no weekend work unless approved by the City in advance. 20.10 The contractor will leave the site clean, clear of debris and safe at all times. 20.11 The City reserves the right to increase or decrease quantities. 20.12 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. 20.13 ! Please make sure all forms and bid sheets requiring signatures are completed, signed : and returned in a sealed envelope marked on the outside RFP# P04-14 Meter : Reading Services. 20.14 Failure to comply with these specifications and instructions will result III disqualification of your bid. 21. Evaluation of Proposals: Award shall be made to. the most responsible and responsive proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below: A. Price B. References C. Experience of the proposers business and employees of business D. The sufficiency of financial resources and ability of company to perform this contract E. Location of business F. Manpower G. Company history H. No. of employees available for the performance of this contract I. Such other information as may be requested or secured 9 22. Interpretation of Documents If any person contemplating submitting a Proposal is in doubt as to tb.e true mearLing 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 an addendum to the proposal needs to be issued. If an addendum is issued, it will be mailed or delivered to each person receiving a set of the proposal documents. It is the proposers responsibility to verify if any addi;;ndums have been issued. 10 COMPANY INFORMATION Bid # P04-14 Meter Reading Services IMPORTANT: This form must be returned with the Bid Proposal Form. (Please Print or Type) Company Name: Severn Trent Environmental Services. Inc. 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: Corooration Federal ill or SS # 62-1168252 Contact Person: Ken- Irvin E-Mail Address:kirvinUV.stes.com No. of Years in Business: >35 years No. of Employees: 1.176 No. of Employees to be assigned to this project: 3 staffolus 5 additional indirect suooort , No. of Clients your company is currently servicing: 535 No. of Years experience (combined) of employees to be assigned or available for this contract 36 Severn Trent Environmental Services. Inc. Company Name (Please Print) -"~ .~. : ~~ Authorized Signature . 11 LIST OF REFERENCES RFP # P04-14 Meter Reading Services IMPORTANT: This form must be returned with the bid proposal form. The bidder shall complete the following regarding experience in Meter Reading Services. References must be current contracts. 1. Name of Company V olusia County Address 123 W. Indiana Ave. #402. De Land. FL 32720: 386-736-5971 Contact Person Christine DominQUs Contract Date June 1. 2004 Amount of Contract $109.5 90/vear 2. Name of Company City of Lake City Address P.O. Box 1687. Lake City. FL 32056 Contact Person Dorothv Tvre Contract Date June 18. 2001 Amount of Contract $92.000/vear 3. Name of Company City of Sunrise Address 10770 W. Oakland Park Blvd.. Sunrise. FL 33351 Contact Person Linda Maynard Contract Date Januarv 1. 1997 Amount of Contract $406.080/year Please refer to Appendix A for a complete list of Severn Trent meter reading clients. 12 LIST OF SUBCONTRACTORS RFP # P04""14 Meter Reading Services IMPORTANT: This form must be returned with the bid proposal form. (mark NO~ if no sub-contractors are to be used) 1. Name of Company NONE Address Contact Person Telephone 2. Name of Company Address Contact Person Telephone '" .J. Name of Company Address Contact Person Telephone 4. Name of Company Address Contact Person T elepho.ne A TT ACH: A copy of any signed agreements you have with any sub-contractors listed above. 13 DRUG-FREE WORKPLACE CERTIFICATION RFP # P04-14 :Meter Reading Services In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. ' 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring 'in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug. abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Severn Trent Environmental Services. Inc. Company Name (please print)t ~~ Authorized Signature 14 PROPOSERS CERTIFICATION RFP # P04-14 Meter Reading Services I have carefully examined the Reql,lest for Proposal, Instructions for Bidders, Terms and Conditions, proposal forms and all other documents accompanying or made a part of RFP # P04- 14. I hereby propose to furnish the commodity or services specified in the Request for Proposals at the prices or rates quoted in my proposal. I agree that my proposal will remain firm for a 'period of forty-five (45) days in order to allow the City adequate time to evaluate the proposals. I certify that all information contained in this Request for proposal is truthful to the best of my knowledge and believe. I further certify I am duly authorized to submit this proposal on behalf of the vendor/contractor as its act and deed and that the vendor/contractor is ready, willing and able to perform if awarded this RFP. I further certify, under oath, that this bi<;l/proposal is made without prior understanding, agreement, connection, discussion or collusion with any other person, firm or corporation submitting a bid/proposal for the same commodity or services; no officer, employee or agent of the City of Casselberry or of any other bidder/proposer interested in said bid/proposal; and that the undersigned executed this bidders/proposers certification with . full knowledge and understanding of the matters therein contained and was duly authorized to do so. Severn Trent Environmental Services. Inc. Name of Business Sworn to and subscribed before me BY:~~ :;/- /t Signature /' this I d. -\.h day of -{)~ . 2004 1 Edward Goscicki. P .E.. Vice President Name and Title, Typed or Printed ~ rh. ~~~l\ Signature of Notary 4837 Swift Road. Suite 100 Mailing Address Notary Public, State of :1.]'lfuJ.~ Sarasota Florida 34231 City, State, Zip Code Personally Known J -or.- Produced Identification ( 941 ) 925-3088 Telephone Type: 15 !-'ANN1i.Bciii=~; I I ~ === i \P.iJ 80ncllIcllhrv (~: .....::-? Florida NotaIy AllIn" Inc : .....................~................... CITY OF CASSELBERRY RFP # P04-14 Meter Reading Services Addendum Page The undersigned acknowledges receipt of the following addendum to Bid # P-04-14. (Give number and date, of each) It is the proposers responsibility to verify if any addendums have been issued. Addendum No. ( none ) Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. ' Dated Failure to submit acknowledgement of any addendum issued will be cause for rejection of bid or proposaL Severn Trent Environmental Services. Inc. Company Name (please print) ~ / . '// - . --... Authorized Sigrn(ture , 16 TECHNICAL SPECIFICATIONS RFP # P04-14 IYleter Reading Services The City of Casselberry is seeking a Company experienced in the water meter industry to read approximately 19,700 water meters per month. The City currently has 19,700 Sensus touch read meters. 1. Cities ResDonsibilitv: A. The City of Casselberry will 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 rep'lir of the hand-held electronic meter reading devices through its selected vendor. C. The hand-held electronic meter reading devices are the sole propewj 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 mpnth. F. The 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. . 1. 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 CitYs reasonable discretion with a minimum notice to the Contractor of ten (10) working days. U. Contractors ResDonsibilitv: 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. B. Meter reading errors resulting from errors in reading by Contractor will be charged back to the Contractor in. accordance with the following schedule: 17 l'himber of errors ..I_Chargeto Contractor 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 five (5) or more errors per 1000 meters $10.00 per error * 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, 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 responsible 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 performance and the distribution of water. The format for reporting shall be approved in writing by the City and the Contractor. Contractor recognizes that appropriate use of meter reader entered codes is critical to City's utility billing operation, and that this is a required part of the meter reading function. Contractor further recognizes that inappropriate or inaccurate use of meter reader entered codes is unacceptable. Inaccurate meter reader entered codes that result in estimated customer utility bills will be charged back to the Contractor at the rate of$10.00 per entered code. F. The Contractor shall be responsible for the routine cleaning of the meters and the meter boxes, which means ensuring that accessibility to the meter is not hampered by grass, sand, or debris of any kind. Contractor recognizes that it is unacceptable for meter box covers and/or meter caps to be left open or not properly seated or closed, and will take reasonable measures to ensure that these conditions are not caused by Contractor or Contractor's employees. All mechanical repairs to the meter boxes will be the responsibility of the City and Contractors employees will not attempt repairs of any kind. 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 facility malfunctions, or actual or potential safety problems. Reporting format shall be approved by the City. 18 H. Tne Contractor shall be responsible for the timely collection and delivery of the hand- held electronic meter reading devices that are essential to the meter rending process. The h3.J.id-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 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 .$100.00 for each additional day required to complete the work. ~ K. Contractor must furnish trained personnel necessary to complete 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 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. R~sponsibilities 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.' M. Emoloyee Identification and Uniform: Personnel assigned will be required to wear a Contractor provided uniform and identification badge with employee photo. Tne design of the uniform is subject to approval of the City. The logo, seal or name of City shall not be used without the permission 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. Contractor's employees must maintain a neat and clean appearance while providing meter reading services, and torn, 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. 19 No meter reader will be permitted to work in the field without the appropriate uniform and identification badge, unless the employe~ 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 $25.00 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 ~equired 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. Contractor'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 s:;fety 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. O. 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. Independent 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 his 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 performed 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. 20 No federal, state or local income tax or payroll ta"( of any kind will 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 wirh respect to the services performed under this contract for federal, state, or local tax purposes. Contractor expressly represents that it is an independent Contractor. ' Q. Non AssiQ11abilitv: Neither City nor Contractor shall assign, sublet or transfer their interest in this co'ntract without the written consent of the other. No assignment or delegation of du~ies under this contract will be effective without the 'written consent of the City. R. Ooerations, 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 Cl?ntractor 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 contrqd, Contractor cov~nants 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 grounds of race, color, religion, national origin, age, sex, or disability. In this regard, Contractor shall keep, retain and safeguard all records relating to this contract or work performed hereunder for a minimum period of three (3) years from fin~ 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 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 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. U. Contractor shall provide the City of Casselberry with a twenty-thousand dollar (20,000.00) performance bond in the fonn 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 uncalled portion of the bond shall be released or returned to the Contractor withLT1 thirty (30) days after conclusion of this contract. 21 " -'\ CITY OF CASSELBERRY RFP # P04-14 Meter Reading Services PROPOSAL I. The following proposal is hereby made to the City of Casselberry, Florida hereinafter called the Owner. Proposal is submitted by: Severn Trent Environmental Services. Inc. 2. The undersigned hereby proposes and agrees to furnish all the necessary labor, materials, tools and services without exception in accordance with Request for Proposal EE # P04-14. 3. In submitting this proposal, the undersigned declares that the only persons or parties interested in the proposal as principals are those named herein and that the proposal is made without collusion with any other person, firm or corporation. 4. The undersigned declares that he has 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 performed and with the conditions affecting the meter reader services; and understands that in making this proposal he waives all rights to plead any misunderstanding regarding the same. 5. Proposal Price: Meter Reading Services Cost per meter Cost per meter Per month Per year Years 1 & 2 touch read meters $0.544 $6.528 manual read meters $0.68 $8.16 Year 3 (if renewed) touch read meters $0.56 . $6.72 ". manual read meters $0.70 $8.40 Year 4 (if renewed) touch read meters $0.577 $6.924 manual read meters $0.721 $8.652 22 6. Owner's Ri2:hts Reserved The undersigned understands that the City reserves the right to 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. contractor/cOmpan?/ Trent Environmental Services. Inc. ~~ Edward Goscicki. P.E. Signature Print or Type Name 23 .-. , CITY OF CASSELBERRY RFP # P 04-14 Meter Reading Services Bid Subnussion List The forms (pages) listed below are to be completed and submitted with your Bid. Failure to do - so will result in disqualification of your Bid. 1. Request fOF Bid (cover page) 2. Company information (page 11) 3. List of References (page12) 4. List of Subcontractors (page 13) 5. Drug Free Workplace (page 14) 6. Proposers Certification (page 15) 7. Addendum Aclmowledgement (page 16) 8. Proposal Bid Form (page 22-23) 9. Copy of Licenses and/or Certifications 24 - Ex h i bit II 2 II , . .. . ~: "- t;",.> CITY-OF CASSELBERRY,' -_: TITFP:llJ}{\A i4 .~ 11..l.. v"'i'-...l. Meter Reading Services PROPOSAL .:..t:.. ,',,' 1. The following proposal is hereby made to the City of Casselberry, Florida hereinafter called the Owner. Proposal is submitted by: Severn Trent Environmental Services, Inc. 2. The undersigned hereby proposes and 'agrees to furnish all the necessary labor, materials, tools and services without exception in accordance with Request for Proposal EE # P04-14. 3, In _submitting this proposal, the undersigned declares that the only persons or parties interested in the proposal as principals are those named herein and that the proposal is made without collusion with any other person, :fum or corporation. 4. The undersigned declares that he has 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 performed and with the conditions affecting the meter reader services; and understands that in making this proposal he waives aU rights to plead any misunderstanding regarding the same. 5. Proposal Price: Meter Reading Services Cost per meter Per month Cost per meter Per year Years 1 & 2 touch read meters $0.544 manual read meters $0.68 Year 3 (if renewed) touch read meters $0.56 manual read meters $0.70 Year 4 (if renewed) touch read meters $0.577 manual read meters $0.721 $6.528 $8.16 $6.72 $8.40 $6.924 $8.652 22 . . , "1.10~' '. :,. " 6. Ovvner's Rights Reserved The undersigned understands that the City reserves the right to reject any or afi 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. :~~Enmorun~~;;;a~; 23 BP>P4 /\ c- I I \\ Lw '( L-3'<l-~ ='7--