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:
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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)
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contr:~or: S~ZMees, me.
,
Edward Goscicki
Signature
Ann Sou dreau It
Print Name
Title: Vi ce Pres i dent
(Witness)
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Signature
77 eJ:JJcft f)!7CjJherst!! /Jl
Print Name
Owner: City of Casselberry
By: ~ qr~
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Title: /J1/J Yo ~ /0 11M /S<;(i? ftI<<-...
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Ex h i bit II I I}
CITY OF CASSELBERRY
REQUEST FOR PROPOSALS
BID # P04-14
lVIETER READING SERVICES
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TABLE OF CONTENTS
RFP #P04-14
Meter Reading Services
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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
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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.
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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.
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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
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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.
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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)
- --~ .~.
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Authorized Signature
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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.
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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<...,
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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:
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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
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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
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"- t;",.> CITY-OF CASSELBERRY,'
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Meter Reading Services
PROPOSAL
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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
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"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~;
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