Meter Reading Services

Summary

REQUEST FOR PROPOSALS

FOR

Meter Reading Services

Notice is hereby given that the City of West Linn, will receive sealed proposals until 2:00 p.m. May 8, 2024 in the Office of Finance, Utility Billing Division, 22500 Salamo Road, West Linn, Oregon 97068 for the following:

 

METER READING SERVICES

CITY OF WEST LINN, OREGON

 

The City of West Linn is seeking sealed proposals from experienced firms to provide quality meter reading services.

All sealed proposals for Meter Reading Services must be received electronically via email to the Finance Director, Lauren Breithaupt, at lbreithaupt@westlinnoregon.gov 2:00 PM, Wednesday, May 8, 2024. No late responses, incomplete responses, hardcopy, or faxed materials will be accepted. Proposals shall be clearly marked “West Linn Meter Reading Services”. Proposals shall be valid for sixty (60) days following the proposal opening.

The solicitation document may be downloaded and/or reviewed at no cost through the City of West Linn’s website at https://bids.westlinnoregon.gov/. To receive access to detailed project documents and any future addenda for this project, your company must be registered within the City’s bid management website and added to the planholders list. Questions may also be submitted through the website.

The City may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon determination of the City it is in the public interest to do so. Proposers are required to certify non-discrimination in employment practices, and identify resident status as defined in ORS 279A.120. Pre-qualification of proposers is not required. All proposers are required to comply with provisions of Oregon Revised Statutes and the City’s Local Contract Review Board (LCRB) Rules. 

Reference #

FIN 24-03

Status

Open - accepting bids and proposals

Due Date

Wed, May 8th, 2024 2:00pm

Public Files

application/pdf iconMeter Reading Services RFP Advertisement

Details and Notifications

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Questions for this RFP

Clarification on non-read meters - Non-read meters with a cause. Meters that have a reason for not being read (buried, covered, fogged, broken lens, unreadable lens, or new meters that haven't been located for the first time) Are all of these reasons for not getting a read included in the 5 allowable for misreads and non-reads and will be charged back the $30 fee?
A meter is classified as a non-read meter if the City staff is required to reread the meter based on the meter not being read or being misread. A posting error is classified as an error that requires a manual correction by City staff. The contractor is required to submit a list of all non-function meters, a list of all non-read meters, a list of all meters with excessive reads or indications of a leak, as well as a list of all meters obstructed by overgrown vegetation or other objects on a monthly basis to the City via email. Buried, covered, fogged, broken lens, unreadable lens would typically not be included in the 5. So this would be five additional meters over the ones that are buried, covered, fogged, etc.
38. (General) Does the City have plans to deploy AMI technology during the term of this contract and if yes, please provide projected deployment scheduling details (e.g. converting 15% legacy meters to AMI meters per annum).
The City does not currently have any plans to deploy AMI technology during the term of this contract.
33. (General) Are these services currently being outsourced and if yes, who is the current service provider?
These services are currently being outsourced to Metereaders, llc
Please provide details regarding the current manual meter reading system that is being used for the purposes of this contract (e.g. Itron’s MV-RS system with FC300 handhelds, manual “paper based” system, or other)?
Software/hardware currently being used by third party meter reading company is unknown by the City.
Based on the details provided here, it is our understanding that the Contractor is to be responsible for the provision of the manual meter reading system for the purposes of this contract. Please confirm if our understanding is correct, or if incorrect, please provide additional supporting details.
Yes, the Contractor is to be responsible for the provision of the manual meter reading system for the purposes of this contract.
Are there any mandatory City hosted training sessions for the Contractor’s meter reading personnel (e.g. City hosted “health & safety orientation”)? If yes, how long is the session or sessions (e.g. ½ day)?
No, there are no mandatory City hosted training sessions for the Contractor’s meter reading personnel required at this time.
How is the Contractor to be compensated if the City requests a read be completed outside of the regular schedule (ref” read meter at a later date if necessary”)?
Compensation for meter reads requested by the City outside of the regular schedule will be negotiated in the contract. Currently City staff take care of special reads.
Does the City include legitimate can’t reads that are out of the Contractor’s control as part of the maximum 5 per month calculation (e.g. safety related issues, customer refusals, etc.)?
Legitimate can’t reads that are out of the Contractor’s control (e.g. safety related issues, customer refusals, etc.) would not be part of the maximum 5 per month calculation.
Is the Contractor required to utilize unionized meter reading personnel for the purposes of this contract? If yes, what union (e.g. IBEW)?
No. The Contractor is not required to utilize unionized meter reading personnel for the purposes of this contract.
Will the City provide overnight parking for the Contractor’s fleet vehicles (secure or other)?
No. The City will not provide overnight parking for the Contractor’s fleet vehicles (secure or other).