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

Closed - no longer 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

1. (Ref: pg. 6, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope) 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.
2. (Ref: pg. 6, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope) 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.
18. (General) Is the Contractor required to make more than one (1) initial site visit in the attempt to capture the meter read (e.g. secondary site visit required for all initial “can’t reads”)? If yes, please provide the historical total number and/or percentage of meters where the Contractor would be required to make a secondary attempt (outside of the initial regular meter reading scheduled attempt).
This is up to the contractor. If the contractor chooses not to revisit a location to capture a meter read that would count towards the “non-read” meters. Currently, City staff does the secondary visits to read the meters and on average is 50 secondary visits per month.
12. (General) 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).
11. (General) As part of the City’s download file for the Contractor, will all meters be “blended” within the same route/route sequencing structure (ref: residential and commercial metering applications)? If no, please provide the associated details regarding metering applications that are to be downloaded as a separate file for the Contractor, including associated meter totals (e.g. 1,500 large industrial commercial meters to be downloaded / read as a separate file).
One text (txt) file will be provided to the contractor. In the file, the meters are blended (residential and commercial). The file contains the following information: account number, address, meter number, last meter read, meter size. The file is sorted by account number where the first two digits of the account number are the “route” number. There are 16 routes. There are no additional files that included meter totals, large industrial commercial meters to be downloaded, etc.
11. (General) As part of the City’s download file for the Contractor, will all meters be “blended” within the same route/route sequencing structure (ref: residential and commercial metering applications)? If no, please provide the associated details regarding metering applications that are to be downloaded as a separate file for the Contractor, including associated meter totals (e.g. 1,500 large industrial commercial meters to be downloaded / read as a separate file).
One text (txt) file will be provided to the contractor. In the file, the meters are blended (residential and commercial). The file contains the following information: account number, address, meter number, last meter read, meter size. The file is sorted by account number where the first two digits of the account number are the “route” number. There are 16 routes. There are no additional files that included meter totals, large industrial commercial meters to be downloaded, etc.
10. (General) As part of the City’s download file for the Contractor, will there be account specific notes (special instructions) and codes indicating physical meter locations, access issues, safety issues/alerts, etc. (e.g. “key” numbers, “bad dog”, “meter in backyard”, etc.)?
No, there are not account specific notes (special instructions) and codes indicating physical meter locations, access issues, safety issues/alerts, etc. (e.g. “key” numbers, “bad dog”, “meter in backyard”, etc.)?
10. (General) As part of the City’s download file for the Contractor, will there be account specific notes (special instructions) and codes indicating physical meter locations, access issues, safety issues/alerts, etc. (e.g. “key” numbers, “bad dog”, “meter in backyard”, etc.)?
No, there are not account specific notes (special instructions) and codes indicating physical meter locations, access issues, safety issues/alerts, etc. (e.g. “key” numbers, “bad dog”, “meter in backyard”, etc.)?
9. (General) Will the City be issuing a formal pricing table / schedule, as required for submissions evaluations? If no, our understanding is that the City’s preference is a one (1) line item pricing format (e.g. per meter read). Please confirm.
No. The City will not be issuing a formal pricing table / schedule. Contractor to provide pricing as indicated within the RFP. The proposed fee structure should include the complete breakout for the Contractor’s cost to provide all the services under the subsequent contract.
26. (General) Please provide the approx. total number and/or percentage of urban residential metering applications which would be considered as potentially “hard to access” and/or inaccessible (e.g. inside metering applications, backyards, gate access required, etc.).
This number/percentage is unknown to the City at this time.