HomeMy WebLinkAboutSevern Trent Services Amendment to Meter Reading Contract -2002 07 26U7/241102 13:43 FAX 9547410450
Severn Trent Ava
Ms. Louise Frangoul L� �. �1 Severn Trent- Avatar
City of Winter Springs Utility Services, LLC
1126. East State Road 434 4891 NW 103 Ave. #14
Winter Springs, Florida 32708 Sunrise, FL 33351
(407) 327 -5960 C_+ Tel 954 741 -0803
Fax 954 741 -0450
July 24, 2002
Dear Louise;
This letter is to serve as our Agreement regarding Contract Meter Reading with the City of Winter Springs
As a result of the City Commission Meeting on Monday, July 22, 2002, the City has agreed to piggyback to our
City of Casselberry Contract (copy attached). The approximate 11,800 manual meters will be read at the $_645
manual read price per contract, along with your 426 backyard radio (fire -fly meters) reads. The 414 touch pad
reads will be read at the $.507 touch read rate also as stipulated in Casselberry contract. All other Terms and
Conditions to subject Casselberry agreement will apply.
Once this agreement is signed, we will begin reading your meters within 45 -60 days, if not sooner. We will set a
target date of your September meter reading cycle month. We will work closelywith you in our training agenda
and process to make the transition as smooth as possible.
As we proceed with the meter reading contract, we can discuss any other services we may provide that may
prove mutually beneficial, such as connects, disconnects and meter change outs /installs.
If you agree with the above, please sign below and mail to 4891 NW 103 Id Avenue, Suite 14, Sunrise, Fl.,
33351, or faxto 954 -741 -0450. If you should have any questions, please call me at 1- 888 - 896 -1486, or my cell
phone, 954- 275 -9796.
We look forward to working with you and having a long, successful relationship.
Louise Frangoul, or other City of Winter Title Date
Springs Authorized Representative
Sincerely, /f
Oscar A. Varona, Manager of Meter Reading Services
Cc: Mike Acosta, Ed Goscicki, David Tinoco, Rita Varona, Brooks Ellis
JUL -24 -2002 13:55 9547410450 96%
F.01
Z01
COMMISSION AGENDA
ITEM B
Consent
Informational
Public Hearin
X
July 22, 2002
Meeting Mgr. / Dept.
Authorization
REQUEST: The Finance Department is requesting authorization to piggyback off of the City
of Casselberry's contract for Meter Reading Services.
PURPOSE: The purpose of this Board item is to request authorization to piggyback off of the
City of Casselberry's contract with Severn Trent -Avatar Utility for contract meter
reading services at a cost of .645 cents per read payable from the Utility Billing
Division of the Finance Department and reimbursed by the Utility Enterprise
Fund.
CONSIDERATIONS:
The Finance department currently supervises the Meter Services Division. It is the desire of the
Finance Department to remove itself from the daily supervision of the Meter Services Division.
It is the desire of both the Utility Department and the Finance Department to contract out the
meter reading function.
The Meter Services Division currently consists of 2 Service Technicians and 3 Meter Readers.
Should the Commission grant approval to contract out the meter reading function, the 2 Service
Technicians will transfer to the Utility Department. The Technicians will continue to perform
the same job duties; however, it is anticipated that the duties will be better coordinated for
ultimate customer satisfaction. The 3 Meter Readers will be transferred to 3 open Maintenance
Worker positions in various departments which results in a higher paygrade and a corresponding
5% increase in pay for these 3 employees.
The Meter Services Division has been supervised by the Utility Services Billing Manager. The
Manager will monitor the performance of the meter reading services by the contracted company
July 22, 2002
Regular Agenda Item B
Page 2
and continue to be responsible for the daily upload and download of the readings as well as
generation of the meter re -read list.
A cost benefit analysis proves that the change to contracted meter reading will not provide any
annual personnel or operating cost savings or incur any additional costs. From a quantitative
point of view the change is basically a wash. However, the contracted company will provide its
own vehicles for their employees which in turn free's up 3 trucks and 2 golf carts for use
elsewhere or sale.
From a qualitative point of view, Finance management is likely to save substantial time and
energy related to personnel matters. Hence, the desire for the change.
FUNDING:
Funding is payable from the Utility Billing Division of the Finance Department at a cost of .645
cents per read and reimbursed by the Utility Enterprise Fund.
RECOMMENDATION:
It is recommended that authorization be granted to piggyback off of the City of Casselberry's
Contract # P -00 -02 with Severn Trent for meter reading services at a cost of .645 cents per read.
ATTACHMENTS:
1. Severn Trent Letter of Agreement with the City of Winter Springs
2. City of Casselberry Contract #P 00 -02
3. List of Severn Trents Current Meter Reading Contracts
4. Cost/Benefit Analysis
5. Meter Services Budget — Before and After Contract
COMMISSION ACTION:
Ms. Louise Frangoul
City-of Winter Springs
1126 Fast State Road 434
Winter Springs, FL 32708
Sevem Tram-Avatar
Utility Services, LLC
4891 NW 103 Ave. 014
Sunrise, FL 33351
Tel 964 741 .0943
Fax 954 741-0450
July 9, 2002
Dear Louise;
This letter is to serve as our Agreement regarding Contract Meter Reading with the City of Winter Springs.
The City has elected to piggyback to our City of Casselberry Contract (copy attached) at the current rate of
5.6451imeter, the price of our manual reads on that oontraot, for all reads in Winter Springs, regardless of
touch or manual. All other Terms and Conditions to subject Casselberry Agreement will apply.
Once this agreement is signed, we will begin reading your meters within 45.60 days, if not sooner. I will
work closely with you in our training agenda to make the transition as smooth as possible.
I will also provide you with our current prices for other meter services that may prove mutually beneficial.
If you agree with the above, please sign below and mail to 4891 NW 103's Avenue, Suite 14, Sunrise, Fl.,
33351, or fax to 954 -741 -0450.
If you should have any questions, please call me at 1-88"W-1486. We look forward to working with you
and having a long successful relationship.
Sincerely,
44
Oscar A Varons, Manager of Meter Reading Services
Severn Trent - Avatar Utility Services, LLC
CC: Mike Acosta, David Tinoco, Rita Varona, Brooks Ellis
Louise Frangoul or other City of Winter
Springs Authorized Representative
RFP - #P 00-02
AGREEMENT
THIS AGREEMENT, made as of the a day of A .�, 2000, by
and between the City of Casselberry, Florida, hereinafter referred to as owner, and Severn Trent-
Avatar Utility Services, hereinafter referred to as caniractor-
WPINESSETH:
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 #P00 -02 'Meter Reading Services" for the City of Casseibetry,
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 "T' and incorporated herein by this reference and with the
other Contract Documents herein mentioned which are a part of this Agreement.
3. THE CONTRACT PRA
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.
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4- AMHORITY AND RESF0NSrB1LITY OF T ITE 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.
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 #P 00 -02
C. Instructions for Bidders
d. Terms, Conditions and Specifications - Fxhibit one (1)
e. List of References
f. List of Subcontractors
g. Company Information
h. Proposal Bid Form # P 04-02 - Exhibit two (2)
6. IN WITNESS WEREOF, the Parties hereto have caused this instrument to be executed
in three (3) original counterparts the day and year first above written:
(witness) Contractor. Seven Trent - Avatar Utility Services
By: /VN`
'e C V
Si
Title:
Print Name
Owner: ,
By-
Signature
Print Name
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CITY OF CASSELBERRY
Purchasing Department
95 Triplet bake Drive
Casselberry, Florida 32707
(407) 262 -7700
INVITATION TO BID NO. RFP# POO -02 Februaryl 1, 2000
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.
Proposals must be submitted on the attached bid form. Proposals must be received by 12:00 p.m.
(noon local time) on Thursday March 16, 2000.
SPECIAL CONDITIONS "PUBLIC ENTITY CRIMES"
"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 of a public building or public work, may not submit bids on leases of real property to a
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287 017, for CATEGORY TWO for
a period of 36 Inonths from the date of being placed on the convicted vendor Iist."
IF MAILING BIDS, .
MAIL TO:
City of Casselberry
Finance Department - Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
IF DELIVERING BID IN PERSON,
DELIVER TO:
City of Casselberry City Hall
Finance Department - Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
Sealed envelopes should be plainly marked on the outside: RFP# POO -02, Meter Reading
Services. All bidders, their agents or representative are invited to be present at the bid opening
scheduled to begirt at 2 :00 p.m., on Thursday March X6, 2000.
The City reserves the right to accept or reject any or all proposals, with or without cause, to
waive technicalities, or to accept the proposal which in its best judgment best serves the public
interest under all circumstances. Late proposal will be returned to sender unopened.
Sincerely,
George Millmann
Purchasing Agent
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Request for Proposal: RFP# P 00 -02
Meter Reading Services
Instructions for Bidders
Sealed proposals will be received by the City of Casselberry, Casselberry Florida at
Casselberry City Hall until March 16, 2000 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# P00-02 Meter Reading Services.
Proposals received after the specified time will not be considered and will be returned
unopened.
Mail or deliver proposals to the following address:
City of Casselberry
Finance Department/Purchasing
95 Triplet Lake Drive
Casselberry, Florida 32707
Unsigned proposals will be considered incomplete and subject to rejection.
Proposals having erasures/corrections must be initialed in ink by the proposer. In case of
errors in extensions, unit prices will govern.
By signing the proposal, the proposer agrees that the proposal is made without any
misunderstanding, agrecment, '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 teams and conditions of the foregoing
specifications and provisions; and, if awarded the contract by the City, will represent the
agreement between the parties.
Proposals will be publicly opened and read aloud in the Finance Conference Room,
Casselberry City Hall, 95 Triplet Lake Drive Casselberry, Florida 32707 at 2:00 p.m.,
Thursday March 16, 2000. All proposers responding to this request will be notified in
writing as to the final outcome of this process. It is anticipated that notifications will be
mailed within three (3) weeks of the contract being awarded.
Please check your prices bcfore submission of bids, as no change in prices will be
allowed after bid opening. Do not use pencil when inserting prim, use ink or typewriter
only. Be sure all required bid sheets are signed.
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Any clarifications/changes will be through written addendum only issued by the office of
Purchasing.
All items quoted must be in compliance with all specifications.
The City reserves the right to increase or decrease quantities in these specifications.
Failure to comply with these specifications and instructions will result in disqualification
of your proposal.
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.
2
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CITY OF CASSELBERRY
TERMS AND CONDITIONS
The City of Casselberry is seeking a firm, for Meter Reading Services. The firm awarded this
contract must meet or exceed all teams, conditions and specifications of the City of Casselberry.
The bid will be for a period of two (2) years at a fixed price. HOWEVER, by mutual consent of
the City of 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.
The company(s) 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. Attach proof of proper license and trade certifications.
2. The firm awarded this contract agrees to comply with all laws, codes, rules & regulations
bearing on the conduct of work, including those of the Federal, State, County, and City of
Casselberry.
3. The contractor shall assume liability for damage or loss resulting from wrongful act(s) or
negligence of its employees, agents, or sub - contractor or its insurer shall reimburse the City
for any damage or loss within thirty (30) days after a claim is submitted.
4. insurance requirements: Upon award the successful bidder shall be required to obtain and
furnish to the City of Casselberry, prior to the contract being effective, Certificates of
Insurance approved by the City with the following minimum coverage: All insurance policies
shall be with insurers with an acceptable rating, registered and licensed to do business in the
State of Florida.
I. Workmen's Compensation Insurance: $100,000 /$500,000
H. General Liability - $1,000,000 minimum to include:
IL General Aggregate $1,000,000
b. Products - Complete Operations Aggregate $1,000,000
C. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
e. Fire Damage $50,000
f. Medical Expense (any one person) 55,000
III. The City shall be named as additional insured on all General Liability Policies.
1V. Business Auto Policy: Should have minimum limits of $1,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability.
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Terms and Conditions
Meter Reading Services
Page 2
This shall include owned vehicles, hired and non -owned vehicles and employee non -
ownership.
V. all policies are to be endorsed to include the City as insured. In the cancellation clause,
the word MWrjLW r shall be excluded and the number thirty (30) inserted in the blank
space provided before the word da tnior notice. All contractor policies are to be
considered primary to City coverage and shall not contain co- insurance provisions.
5. The contractor will provide name(s) of any sub - contracting firms used; in addition, contractor
will guarantee that each sub - contractor possess and maintains required insurance.
6. By submitting a proposal, the offerer certifies having fully read and understands this request
for proposal and certifies WI 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 and has wade a visual site inspection.
7. Figures quoted shall remain firm for forty -five (45) days or until acceptance of the offerers
quoted and agreement signed.
8. Reserved Rights of thg City - The City of Casselberry reserves the right to accept or reject
any or all bids which they may deem to best serve the interest of the City. The right is
reserved to waived technicalities or informalities. Bidder warrants that prices, terms and
conditions quoted on this bid will be firm for acceptance for a period of forty-five (45) days
from date of bid opening.
9. patent tpdc - The successful bidder shall indemnify and save harmless the City from
and against all claims, suits, actions, damages or cause of action arising during the term of the
resulting agreement for any personal injury, loss of life, or damage to property sustained by
reason or as a result of the performance of the work for which the agreement was entered into,
or its agent, subcontractors, employees, invitees, and all other persons, and from and against
any orders, judgments or decrees which may be entered thereto and from and against all costs,
attorney's fees, expenses and liabilities incurred in or by reasons of the defense of any such
claim, suit or action, and the investigation thereof. Nothing in the agreement shall be deemed
to affect the rights, privileges and immunities of the City as set forth in the Florida Statutes
768.28.
10. The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in
bid; Tax Exemption Certificate will be furnished upon request.
11. The City of Casselber y requires that any and all changes to the original contract shall be in
writing and approved in advance by the Purchasing Agent, followed by a written modification
signed by both parties and approved by the City Manager and/or the City of
Casselberry Commission (if required).
12. Awa rd - the City of Casselb=y anticipates awarding one (1) contract, but reserves the right
to award more than one if in it's best interest.
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Terms and Conditions
Meter Reading Services
Page 3
13. 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 Statutes.
14. Payment will be accomplished by submission of invoice, in duplicate with itemization of all
worked performed by location and mailed to:
City of Casselberry
Attention: Accounts Payable
95 Triplet Lake Drive
Casselberry, Florida 32707
once the City representative has approved the invoices, payment will be made within thirty
(30) days.
15. All labor, materials, supplies, and equipment shall comply with any and/or all applicable
standards including OSHA and the safety and protection of the employees of the
Contractor.
16, 40-Ugations of the aty of C sselber - The contractor shall receive all instructions from
Bill Solomonic or his designee.
17. Manner of Performaps�
17.1 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 contlict
with any operation or activities scheduled by the City.
17.2 The contractor shall instruct its personnel that no gratuities shall be solicited or
accepted for any reason whatsoever from any City employee or resident of the City of
Casselberry.
17.3 The contractor shall be responsible that any articles found by its employees are turned
over to the City.
17.4 The contractor will abide by All State and Federal Regulations on wages and hours of
an employee.
17.5 Tic contractor shall be responsible for all its employees, subcontractors and their
actions during the term of this contract with the City of Casselberry.
17.6 The contractor shall keep current all licenses and permits whether Municipal, County,
State, or Federal required for the performance of its obligations and functions
hereunder and shall pay promptly when all fees become due.
17.7 The City will provide the contractor with office space.
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Terms and Conditions
Meter Reading Services
Page 4
17.8 The firm awarded this contract will provide a implementations schedule. This schedule
must be submitted and approved by the City representative in advance of start date.
17.9 There will be no weekend work unless approved by the City in advance.
17.10 The contractor will leave the site clean clear of debris and safe at all times.
17.11 The City reserves the right to increase or decrease quantities.
17.12 Cost of submittal of this bid is considered an operational cost of the bidder and shall
not be passed on to be borne by the City.
17.13 Please make sure all forms and bid sheets requiring signatures are completed„ sighed
and returned in a sealed envelope marked on the outside RFP# P00-02 Meter Reading
Services.
17.14 Failure to comply with these specifications and instructions will result in
disqualification of your bid.
18. Evaluation of Proposes: Award shall be made to the responsible proposer whose proposal is
determined to be the most advantageous to the City, taking into consideration the evaluation
factors set forth below:
1. References
11. Experience of the proposers business and employees of the business.
III. Total Price
IV. The sufficiency of financial resources and ability of business to perform this
contract.
V. Manpower
VI. Company History
VII. Location of Business
VUL Such other information as may be requested or secured.
19. Interpretation of Documents
If any person contemplating submitting a Proposal is in doubt as to the true meaning of any
part of the Specifications or procedural documents, or finds discrepancies in or omissions in
the Specifications, he may submit to the Owner a written request for an interpretation or
correction thereof. The person submitting the request will be responsible for its prompt
delivery. The purchasing department will review the written request and decide if a 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.
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CITY OF CASSELBERRY
Technical Specifications
RFP # P00-02
Meter heading Specifications
The City of Casselberry is seeking a Company experienced in the water meter industry to
read approximately 18,250 water meters per month. The City currently has 11,000
Sensus touch read meters and 7;250 manual read meters.
1. Clues Responsibility:
A. The City of Casselber y 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 month.
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 of ten (10) working days.
IL Contractors itespons:
A. The Contractor shall read all of the Cities meters. Readings shall be accurate
with an allowable error ratio of two (2) errors per 1000 meters read.
Page I of 6
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B. Meter reading errors resulting from errors in reading by Contractor will be
charged back to the Contractor in accordance with the following schedule:
Number of errors
l
Charge to Contractor
0 to two (2) per 1000 meters read
None
More than (2) but less than five (5) meters
$5.00 per error
read
five (5) or more evors 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) pet 1000 scheduled meters read.
No fee will be charged if it is determined that Contractor was not at fault.
D. No meter reading shall be done between 7:00 PM and 6:00 am, regardless of
Daylight Savings Time. Meter reading on Saturday, Sunday and on City of
Casselberry Holidays] shall be prohibited unless approved in advance by the City
of Casselberry. A list of current Holidays will be provided upon award of
contract. .
E. The Contractor is responsible for submitting to the City on a daily basis full
reports with meter reading codes, and any incidents that may be connected with
meter reading perfo*rnance and the distribution of water. The format for
reporting shall be 4pproved in writing by the City and the Contractor.
Contractor recognized 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
.teter reading function. Contractor further recognizes that inappropriate or
inaccurate use of metler reader entered codes is unacceptable. Inaccurate meter
reader entered codesi 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 Oe responsible for the routine cleaning of the meters and
the meter boxes, whij h means ensuring that accessibility to the meter is not
hampered by grass, s d, or debris of any kind. Contractor recognizes that it is
unacceptable for mettr box covers and/or meter caps to be left open or not
properly seated or clofed, and will take reasonable measures to ensure that these
conditions are not claused by Contractor or Contractor's employees. All
mechanical repairs to ille meter boxes will be the responsibility of the City and
Contractors employees will not attempt repairs of any kind.
Page 2 of 6
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.
H. The Contractor shall be responsible for the timely collection and delivery of the
hand -held electronic meter reading devices that are essential to the meter
reading process. The hand -held electronic meter reading devices will be picked
up at, and returned to, finance department, customer services division, located at
Casselberry City Hall, 95 Triplet Lake Drive.
I. 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 famish 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 incidcnt, unless the City gives prior approval to the
delay.
Page 3 of 6
CTZ JH8HTJH99V3 E- -t- eev 1ua.0 u.raeaS MOTtLtSO Yv3 Zt•:OT 90160rLO
M. Employee Identification and Uniform: Personnel assigned will be required to
wear a Contractor provided uniform and identification badge with employee
photo. The design of the uniform is subject to approval of the City. The logo,
seal or name 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 ID Badges upon termination or separation
from employment.
Cleaning of uniforms will be the responsibility of the Contractor. Contraetort
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.
No meter reader will be permitted to work in the field without the appropriate
uniform and identification badge, unless the employee is working in a training
capacity and is accompanied by a trained meter reader. If the City observes an
employee of the Contractor, who is not in a training capacity, not wearing the
appropriate uniform and identification, a penalty of $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 fumish vehicle identification (approved by the City) clearly
indicating its use for meter reading for the City. Signs are to be provided by
Contractor.
Contractort 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. Heallb 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 Safety handbook.
Page 4 of 6
6TC j DAY 1uail uaaeaS 0OOT6LtS6 XVd Zt :OT Z01801L0
O. Permits and License: Contractor shall be responsible for obtaining and
maintaining through the team 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. Iltdgpendent Contractor. It is expressly agreed and understood that the
Contractor is in all respects an independent Contractor as to the work. Even
though, in certain respects, the Contractor may be required to follow the
directions of the Director, or her designees, the Contractor is in no respect an
officer, agent, servant or employee of the City. Contractor shall have exclusive
control of and exclusive right to control the details of the work performed
hereunder, and all persons performing the same. Contractor shall be liable for
the acts and omissions of its officers, agents, employees, Conttactors,
subcontractors and consultants. The doctrine of respondent superior shall not
apply as between city and Contractor, its ofliicers, agents, employees,
Contractors, subcontractors and consultants, and nothing herein shall be
construed as creating a partnership or joint enterprise between the City and
Contractor.
No federal, state or local income tar 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 performed under this contract for federal, state, or local tax purposes.
Contractor expressly represents that it is an independent Contractor.
Q. Nan Assi ®ability:_ _ 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. boerations during dish: 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 Discrimi�t'oA: As a condition of this contract, Contractor covenants that
Contractor will take all necessary actions to insure that, in connection with any
work under this contract, Contractor, its associates and subcontractors, will not
discriminate in the treatment or employment of any individual or groups of
individuals on tie 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
Page 5 of 6
STi1 JHHH9JH99V3 t-4-E- eeY 1ua.t,Z uJaeaS 09TOT6 M YY3 Zt :OT Z01801L0
three (3) years from final contract completion, with full access allowed to
authorized representatives of the City, upon request, for purposes of evaluating
compliance with this and other provisions of the contract.
T. Contractor shall be given no more than forty -five (45) calendar days after City
issues a notice to proceed at the beginning of the contract to familiarize itself
with all routes, operating procedures and training of meter readers before
commencing the actual reading of meters, except for special requests that are
mutually agreed to between Contractor and the City of Casselberry.
U. Contractor covenants and agrees that Contractor and its associates and
employees will have no interest, and will acquire no interest, either direct or
indirect, which will conflict in any manner with the performance of the services
called 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.
v. Contractor shall provide the City of Casselberry with a twenty- thousand dollar
(20,000.00) performance bond in the form of cash or other form if acceptable &
approved by the City of Casselberry. This bond will guarantee Contractors
compliance with this contract. City may call bond in whole or in part to pay the
City's cost if Contractor is in breach of any provision of the contract, which
right shall extend thirty (30) days after the conclusion of the contract.
The uncalled portion of the bond shall be released or returned to the Contractor
within thirty (30) days after conclusion of this contract.
Page 6 of 6
9TIM kHHHTjH99V3 +4-F eeY aua.xy u.[aeeS 09h0Tb M YV3 Z6.OT ZOi80i10
List of Subcontractors
RFP # P00 -02
Important: This form must be returned with the bid proposal form.
(mark NONE if no sub - contractor are to be used)
1. Name of Company NONE
Address
Contact Person
Telephone
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 `greemenu you have with any sub- motractor listed above.
LT Q1 j2Rl3STl3SSV3 — +- BAY MLU u.caeaS O4t0ib M M Zb:OT Z0/60/10
1 �
9T (n
City of Casselberry
RFP # P00 -02
Meter Reading Services
Company Inforruation
MIORTANT: This form must be returned with the Bid Proposal Form. (Please Print or Type)
Company Name: Severn Trent - Avatar utility Services, LLC
Street Address: 4837 Swift Road, Suite 100
Mailing Address: 4837 Swift Road, Suite 100
City, State & Zip: Sarasota, Florida 34231
Phone No. 941 -925 -3488
Fax No. 941- 924 -7203
Type of Organization: Limited Liability Corporation
Federal ID or SS # 76-0624421
Contact Person Michael Murphy
No. of Years in Business 35 Years
No. Of Employees: 340
No. of Employees to be assigned to this project: 6 (3 directly; 3 indirectly)
No. of Clients your company is currently servicing: 19
No. of years experience (combined) of employees to be assigned to this Bid: 73+
Severn Trent-Avatar Utility Services, LLC VVV' Ly
Company Name (Please Print) Authorized Sigahn
Ili HTJ3SSVO E--4- DAY 1trary tt.taeaS 09tOTPOSO YV3 Zf :OT Z0 180 1L0.
9T (n
City of Casselberry
RFP # P00 -02
Meter Reading Services
Company Inforruation
MIORTANT: This form must be returned with the Bid Proposal Form. (Please Print or Type)
Company Name: Severn Trent - Avatar utility Services, LLC
Street Address: 4837 Swift Road, Suite 100
Mailing Address: 4837 Swift Road, Suite 100
City, State & Zip: Sarasota, Florida 34231
Phone No. 941 -925 -3488
Fax No. 941- 924 -7203
Type of Organization: Limited Liability Corporation
Federal ID or SS # 76-0624421
Contact Person Michael Murphy
No. of Years in Business 35 Years
No. Of Employees: 340
No. of Employees to be assigned to this project: 6 (3 directly; 3 indirectly)
No. of Clients your company is currently servicing: 19
No. of years experience (combined) of employees to be assigned to this Bid: 73+
Severn Trent-Avatar Utility Services, LLC VVV' Ly
Company Name (Please Print) Authorized Sigahn
Ili HTJ3SSVO E--4- DAY 1trary tt.taeaS 09tOTPOSO YV3 Zf :OT Z0 180 1L0.
CITY OF CASSELBERRY
RFP# Poa02
Meter Reading Services
Propoaal
1. The following proposal is hereby made to the City of Casselberry, Florida, hereinafter called the Owner.
Proposal is submitted by Severn Trent - Avatar Utility Services, LLC
2. The undersigned hereby proposes and agrees to furnish all the necessary labor, materials, tools and services
without exception in accordance with Request for Proposal #P00 -02.
3. In submitting this proposal, the undersigned declares that the only pmom or p"ts 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 wWaqpmd declares that he. has examined the Request for Proposal doamunts, has nude a site inspection
ad is fatailiar with the local conditions at the site when the work is to be performed. and with the conditions
affecting the meter reading services; and understands that in malting this proposal he waives all rights to plead
my uhimmdctstanding regarding the same.
5. BmWW Pdo,: Meter Reading Services
Cost per meter Cost per meter
Per month Per Year
Years 1 &2
Senses touch read meters S 495
maual read meters $.43
Year 3 (if renewed) (1)
Scum touch read movers
s 1
manual read meters
,5.645
Year 4 (if renewed) (1)
Scum touch read meters
,
manual read meters
"A
(1) Assume CPI Q 2.5•/x, but not exceed 3.0%
6TO 32ii13tii3S9V3 F *f nay Wa.0 trdaAaS
5.94
$7.74
6.08
$7.74
K.24
7.80
OstoThLtse YV.3 zf :OT Z01601LO
6. Owner's Riglts Reserved
The undersigned understands that the City reserves the right m reject any or all proposals, with or without
cause, to waive technicalities, or to accept the proposal which in its beat judgement best serves the public
interest under all circumstances.
MJehael Murphy
Signature U V Print or Type Name
Address: 4637 Slviit Road, Suite 100
City: Sarasota State E1Qdda Zip: 34231
Telephone 941 -92JIM Fax Q41-147203
Federal I.D. # 76-0624421 Date Munk 13JO00
OZF�j iUHTIHSSVO +--F osV iva.r,L uaaaeS O4p0T6 M YV3 Zt :OT Z0180!LO
4
�
6. Owner's Riglts Reserved
The undersigned understands that the City reserves the right m reject any or all proposals, with or without
cause, to waive technicalities, or to accept the proposal which in its beat judgement best serves the public
interest under all circumstances.
MJehael Murphy
Signature U V Print or Type Name
Address: 4637 Slviit Road, Suite 100
City: Sarasota State E1Qdda Zip: 34231
Telephone 941 -92JIM Fax Q41-147203
Federal I.D. # 76-0624421 Date Munk 13JO00
OZF�j iUHTIHSSVO +--F osV iva.r,L uaaaeS O4p0T6 M YV3 Zt :OT Z0180!LO
0 IU /U! 1(3:16 17A1 404141U4JU Jeaeiu �ic�a� na r�.
CURRENT METER READING CONTRACTS
Contracting Parties Contact Person
City' of Sunrise
Linda Maynard
10770 W. Oakland Park Blvd.
Public Service Manager
Sunrise, Florida 33351
(954) 746 -3247
Board of County
Bart Brownstein,
Commissioners
Administrative
Broward County
Coordinator
P. O. Box 619002
(954) 831 -0935
Pompano Beach FL 33061
Martin County Utilities
Phyllis Evans
P. O. Box 9000
Billing Supervisor
Stuart, FL 34995
(561) 223 -7997
City of Casaelberry
George linroann
95 Triplett Lake Drive
Purchasing Agent
Casselberry, FL 32707
(407) 262 -7700 ext 1142
TECO Peoples Gas System,
Mr. Chris Barrington
TUC.
Regional Operations
4040 Pimps Highway
Manager
Jacksonville, FL 32207
(904) 739 -1211
City of Coconut Creek
Mary Blasi
4800 West Copans Rd
Director of Finance
Coconut Creek, Florida
(954) 973 -6730
TECO Peoples Gas System,
Tulio Montesano
Inc.
Operations Manager
1363 Jupiter Park Drive
(561) 741 -4702
Jupiter, FL 33459
City of Miami Springs
Charles Marshall
201 Westward Drive
Finance Director
Miami Springs, FL 33166 -5259
(305) 885 -4581 ext. 102
Columbia Propane
Joe Williams
59M Hampton Oaks Pkway
Regional Manager
Tampa, FL 33610
(813) 740-2591
City of Lake City
Dorothy Tyre
150 N. Alachua St
City Treasurer
P. O. Box 1687
(386) 752 -2031
Lake City, FL 32056
Volusis County
Christine Domingus
123 W. Indiana Ave. Rom 402
Unlity Wing Supervisor
Deland, FL 32720
(386) 736 -5971
Number of
Contract Meters Read Services Provided
Date Montbly
01 /01/97
08/01/98
10/28/98
05/12/00
10/02/98
03/01/97
01/01/98
11/01/97
11/26/98
6/18/01
11/01/02
66,000 Contract for Meter
Reding (Water & Gas)
50,500 Contract for Meter
Reading (Water) and other
Meter Services
Contract for Meter
20,500 Reading (Water)
Contract for Meter
18,400 Reading (Water) touch
Contract for Meter
1 s,000 Reading (Gas)
Contract for Meter
10,000 Reading (Water)
Contract for Meter
6,800 Reading (Gas)
Contract for Meter
4,200 Reading (Water)
Contract for Meter
2,500 Reading (Gu)
Contract for Meter
11,500 Reading (Water)
Contract for Meter
11,000 Reading (Water)
JUL -10 -2002 16:30 9547410450 96% P•02
City of Winter Springs
Cost Benefit Analysis
Contracting out Meter Reading
FY 03
Annual Cost Incurred
Contract with Severn Trent @ .645 per read
Annual Cost Saved
Personnel and Operating
$92,880 12000 est # meters monthly
$92,900
($20)
CITY OF WINTER SPRINGS
FISCAL YEAR 2002.2003 Df PARTMENT REQUEST
FINANCE - METER SERVICES -1320
'
Char &Carlos
Dennis
To Utility
To Ut Bill
Department
Managees
Projected
Original
Approved
Request
Recommendation
Requested
Requested
Account
FY 99/00
FY 00/01
FY 01/02
FY 01/02
FY 01/02
FY 02103
FY 02/03
FY 02/03
FY 02/03
Number
Description of Expenditure
Actual
Actual
Actual
Budget
Budget
Budget
Budget
Budget
Budget
Savings
Baseline:
51210
Regular Salaries
$0
$156,716
$164,600
$164,400
$164,400
$153,700
$153,700
$57,500
$38,000
$58,200
51210
Sick Leave Purchase
$0
$0
$500
$500
$500
$500
$500
$500
$o
$o
51214
Overtime Salaries
$0
$1.119
$14,500
$4,700
$4.700
$8,100
$8,100
$4,000
$o
$4,100
52110
F.I.CA. Taxes -City Potion
$0
$11,491
$13,400
$12,600
$12,600
$12,400
$12,400
$4,800
$2,900
$4,700
52310
HealtWe Insurance/Disabilily,
$0
$12,619
$21,440
$19,200
$19,200
$18,900
$18,900
$6,700
$4,000
$8,200
52320
Workers' Comp. Insurance
$0
$6,458
$7,200
$6,400
$6,400
$7,200
$7,200
$2,700
$1,800
$2,700
52330
Pension Expense
$0
$11,891
$13,400
$13,200
$13,200
$12,700
$12,700
$5,000
$2,800
$4,900
Total Payrou
$0
$200,294
$235,040
$221,000
$221,000
$213,500
$213,500
$81,200
$49,500
$82,800
53112
Retainer - Financial Advisor
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
53140
Physical Exams
$0
$0
$o
$o
$0
$0
$o
$0
$o
so
531W
Consultant Services
$0
$0
$0
$0
$o
$0
$0
$0
$0
$0
53186
Outside Services -Temp Sery
$0
$0
$22,000
$0
$o
$0
$0
$0
$0
$o
53210
Audit Services
$o
$o
$0
$o
$0
$0
$o
$o
$0
$o
53411
Service Charges
$o
$o
$o
$0
$0
$0
$o
$0
$0
$o
54010
Travel and Per Diem
$0
$0
$100
$900
$900
$1.000
$1,000
$0
$1,000
so
54110
Telephone
$0
$0
$0
$0
$0
$o
$0
$0
$0
so
54210
Postage
$0
$0
so
$0
$0
$0
$o
$o
$0
$o
54510
General Insurance
$0
$0
$0
$0
$0
$0
s0
$0
$0
$0
54630
Repair & Maintenance - Equipment
$0
$3,172
$2,000
$2,000
$2,000
$2,000
$2,000
$500
$0
$1,500
54632
Software Meint & License
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
54633
Maintenance Agreements & Contracts
$0
$0
$3,500
$3,500
$3,500
$3,000
$3,000
$0
$3,000
$0
54650
Repair & Maintenance - Vehicles
$o
$811
$1,000
$1,000
$1,000
$1,000
$1,000
$400
$o
$600
54692
Repair & Maintenance - Water Meters
$0
$1,550
$20,000
$20,700
$20,700
$20,000
$20,000
$20,000
$0
$0
54720
Copy Machine Supplies
$0
$0
$0
$0
$o
$o
$o
$0
$0
$0
54730
Printing Expense
$0
$0
$300
$300
$300
$300
$300
$0
$300
$0
54740
Computer services
$0
$0
$0
$0
$0
$o
$o
$0
so
$o
$4920
Legal Advertiskhg
$0
$0
$1,000
$0
$0
$0
$o
$0
$0
so
$4930
Classubd Advertising
$o
$0
$0
$o
$0
$o
so
so
$0
$o
55110
Office Supplies
so
$362
$400
$400
$400
$400
$400
so
$200
$200
55210
Fuel &00
$0
$2,336
$3,000
$4,500
$4,500
$3,000
$3,000
$1,200
$0
$1,000
55220
Ties & Filters
$0
$126
$350
$300
$300
$300
$300
$100
$0
$200
55229
Water & Reclaimed Meter - Replacement
$0
$54,400
$25,000
$100,000
$100,000
$50,000
$50,000
$50,000
$0
$0
55230
Operating Supplies
$0
$2,756
$2,000
$2,000
$2,000
$2,000
$2,000
$500
$500
$1,000
55232
Water Meter -Now Accounts
$0
$44,608
$10,000
$19,500
$19,500
$20.000
$20,000
$20,000
$o
so
55240
Unuorms
$0
$1,964
$2,000
$2,000
$2,000
$2,000
$2,000
$400
$0
$1,600
55270
Small Tools & Equipment
$0
$1,275
$1,000
$1,000
$1,000
$1,000
$1,000
$400
$o
$600
55278
New Software - Systems
$0
$0
$0
$0
$0
$0
$0
$o
so
so
55290
Protective Clothing
$0
$143
$500
$500
$500
$500
$500
$200
$0
$300
55410
Subscriptions
$0
so
$0
$0
$o
$0
$0
$0
$0
so
55411
Dues & Registrations
$0
$0
$0
$0
$0
$0
$0
$0
$0
so
55430
Employee Development
$0
$0
$1,000
$1,000
$1,000
$1,000
$1,000
so
$1,000
$o
Total Operating
$0
$113,703
$95,150
$159,600
$159,600
$107,500
$107,500
$93,700
$6,000
$7,800
56310
Improvements Other Than Bidgs
$0
$0
$0
$0
so
$0
$0
$0
$o
$0
55400
vehicle
$0
$17,609
$20,000
$20,000
$20,000
$0
$0
$o
$0
so
56409
Other Equipment - IS
$0
$202
$2,600
$1.800
$1,800
$0
$0
$o
$0
so
56410
Other Equipment
$0
$1,143
$50
$1,000
$1,000
$0
$0
$0
$0
so
Total Capital
$0
$18, 954
$22,650
$22,800
$22,800
$0
$0
$0
$0
$0
$0 $332,951
$352, 840
$ 403,400
$403,400
$321,000
$321,000
$174,900
$55,500
$90,600
Now:
New Personnel Costs
51210
Regular Salaries
$3,700
$3,700
$1,100
$600
$2,000
52110
F.I.CA. Taxes -City Portion
$300
$300
$100
$100
$100
52310
Heaft h/tHe MsurarwdOts Ins
s0
$0
$0
$0
$0
52320
Workers' Comp. Insurance
$200
$200
$100
$0
$100
52330
Pension Expense
$300
$300
$100
$100
$100
Total New Personnel Costs
$4,500
$4,500
$1,400
$800
$2,300
New Operating Cost
A/C #
Account Name
$0
$o
$0
$0
s0
Total New Operating Costs
$0
$0
$0
$0
s0
Capital Outlay
A/C #
Account Name
$0
$0
$0
$0
s0
Total Capital Outlays
$0
so
$0
$0
$0
Sub-Total (Now Requests)
$4,500
$4,500
$1,400
$800
$2.300
TOTAL METER SERVICES BUDGET
5325,500
$325,5001
$176,300 1
$56,300
=
C -11