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

To view more information, respond to this opportunity, or receive email notifications of updates, you must be logged in.

Questions for this RFP

5. (Ref: pg. 7, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope / Rules & Procedures / Item 3) Excluding read errors, is this requirement being maintained / adhered historically? If no, please provide the average number of “non-reads” per month.
This requirement has not been in previous contracts. The average number of “non-read” meters is 50-75 per month.
6. (Ref: pg. 7, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope / Rules & Procedures / Item 3) 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.
4. (Ref: pg. 6, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope / Item 3) 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 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.
17. (General) Is it acceptable for the Contractor to include pricing notes for clarity purposes as part of their RFP response?
Yes, it acceptable for the Contractor to include pricing notes for clarity purposes as part of their RFP response.
37. (General) Is the meter reading schedule evenly dispersed throughout the entire month (meter readings scheduled for each business day), or are meter readings to be completed in a lesser timeframe (e.g. Contractor is allowed 15 business days per month to complete meter readings)?
The City provides the contractor with the meter file on or before the 25th of the month (depending on if the 25th of the month falls on a weekend or holiday). The meter file is expected to be delivered back to the City by the 8th of the month. If the 8th of the month falls on the weekend or holiday, it would be preferred to be delivered the business day prior; however the City will accept the file the next available business date.
27. (General) Please provide the approx. total number and/or percentage of small commercial metering applications (e.g. strip malls, convenience stores, etc.).
We don’t categorize “small commercial metering applications” below is a count of number of account types and meters. 79 Apartment Accounts (not separated into small vs large, blended) 142 Commercial Accounts (199 meters; not separated into small vs large, blended) 33 Public Accounts (79 meters; example City owned properties, library, schools, etc)
28. (General) Please provide the approx. total number and/or percentage of large commercial metering applications (e.g. factories, schools, mills, etc.).
We don’t categorize “large commercial metering applications” below is a count of number of meters of each size. 5/8" 7817 3/4" 836 1" 225 1.5" 84 2" 69 3" 33 6" 6
3. (Ref: pg. 6, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope) Please clarify the “allowable flexibility” or “read window” in which the meters can be read in advance of or after the scheduled meter reading date (e.g. acceptable to commence meter reading up to a maximum of 2 days in advance of the scheduled read date).
There are 16 routes within the City. The meter file is delivered to the Contractor electronically on or before the 25th of the month and expected back to the City by the 8th of the month. During that period of time, it is at the contractor’s discretion on how they approach reading the meters and how they work the routes. However, we ask that month over month the same schedule is followed so that meters within a particular route are individually read within a maximum of 2 days from the prior month. The reason here is to ensure that meters are read as close to every 30 days as possible.
8. (Ref: pg. 7, “meter_reading_services_rfp_2024” / Section 2.1 Project Scope / Compensation) Is it mandatory that the Contractor provides a local office for the purposes of this contract, or in an effort to reduce associated costs, would the City provide a small space within their facility for Contractor use (e.g. Contractor’s daily work assignment / file processing purposes)?
No. Is it not mandatory that the Contractor provides a local office for the purposes of this contract. The City will not provide a small space within their facility for Contractor use (e.g. Contractor’s daily work assignment / file processing purposes).