advanced metering infrastructure (ami) may 7,...

CITY OF NEEDLES

REQUEST FOR PROPOSALS (RFP)

ADVANCED METERING INFRASTRUCTURE (AMI)

May 7, 2021

NOTICE INVITING PROPOSALS

L GENERAL INFORMATION

The City of Needles (City) is seeking proposals from qualified vendors for furnishing and installing meters and radios, and for furnishing and setting up an Advanced metering infrastructure. The process will include proposal, evaluation, interview, pilot study, selection, and finally the 5,000 meter/radio installations.

11. CONSTRUCTION DATE

The City anticipates commencement of the initial meter implementation to being as

soon possible completion before February 28, 2022 (tentative date).

Ill. DUE DATE

Proposals must be received by the City Clerk of the City of Needles located at 817 Third St. Needles, CA 92363 by 3:30 p.m. on June 2, 2021. For additional information please call Rainie Torrance at 760-326-5700 X140 or email at [email protected]

IV. OBTAINI NG PROPOSAL FORMS

The complete Request for Proposal may be obtained from the City of Needles Web Page at http://www.cityofneedles.com. By clicking on the link to RFP/Bid Documents link.

SCOPE OF SERVICES FOR

ADVANCED METERING INFRASTRUCTURE (AMI) AND ELECTRIC AND WATER METERS

INTRODUCTION AND DESCRIPTION OF PROJECT

The City of Needles (City) is soliciting Request for Proposal(s) (RFP's) from vendors who are interested and qualified to provide a turn-key installed Advanced Metering Infrastructure (AMI). Scope of work includes, but is not limited to, automated meters procurement, hardware, software, programming, and integration with existing systems, testing, and training. The City is seeking a bid separate for installation.

AMI technology should provide the City with a more efficient method of collecting meter reads at regular intervals. The AMI system should collect consumption data using system that will reduce the need for monthly physical reading of each meter.

The City strongly desires to contract with a single or multiple vendor(s) to procure and install meters (potentially), software, and hardware necessary to accomplish all work and/or services outlined in this RFP.

Interested parties should submit one (1) original, (1) electronic version (PDF) of the proposal which should be returned in a sealed envelope bearing the name and address of the respondent. Response packages will be accepted until 3:30 pm on June 2, 2021.

The objective is to contract with a company that will provide and install acceptable meters with radios for approximately 5,000 services. The long-term goal is to add AMI capabilities to streetlights, EV charging stations and Photovoltaic (PV) systems within the City of Needles.

BACKGROUND

Currently, the meter system is divided into sixteen billing cycles. Meters are read beginning on the 1st of each month until completed. The typical timeframe to read all sixteen cycles is 26-29 days. All water meters are located within the City of Needles. The electric systems services within and outside the City of Needles down to Park Moabi. The City currently reads its meters manually using Itron. Staff currently use the Itron Field Collection System to download from AS400 each route. Each route is loaded into an Itron and manually read. Reads are uploaded from the Itron back into the Itron Field Collection System and downloaded into AS400.

The City currently has approximately 2,000 conventional water meters with sizes ranging from 3/4-inch to 10-inch. The conventional system consists of a mixture of meters including Badger, Master Meter, Neptune, Sensus. The City has approximately 3,000 conventional meters consisting mainly of GE and Landis+Gyr. For this project, all electric meters will be replaced, there will be no reprogramming. The breakdown of the desired water meter replacement meters is as follows:

5/8 x ¾ meter: 1719 1” meter: 98 1-1 1/2” meter: 41 2” meter: 79 3” meter: 1 4” meter: 3 6 meter”: 2 10” meter: 1

Note: all meter counts will be double checked before procurement

SCOPE OF WORK

The City seeks to replace the existing meter system including meters, meter reading hardware, and meter reading software with an AMI system. The City seeks to acquire these systems that meet the following objectives:

Provide accurate multi meter reading system based on a one network infrastructure with a

network bridge, router Ability to perform advanced data analysis of incremental meter readings Maximization of utilizing existing meters as much as possible Options for consumer engagement such as access to a portal to view consumption and possibly

bill pay options.

Vendors should be prepared to review the existing system configuration and set up and to make specific recommendations for improvement. To facilitate this review, the City will host a mandatory pre-proposal conference to answer any questions prior to the due date. This meeting will be held at City of Needles, 817 Third St Needles, California 92363 on the date and time specified herein.

SYSTEM REQUIREMENTS

AMI ELECTRIC ENDPOINTS — SINGLE PHASE

1) The residential electric endpoints will utilize unlicensed frequency hopping spread spectrum 902-928 MHz mesh connectivity. The option of using LTE Cellular endpoints for less dense and strategic gap filling will be considered, if they are able to be managed by the same AMI head end (HES). Licensed frequency and proprietary point to point or point to multipoint systems will not be evaluated.

2) The single phase electric endpoints must have been tested and certified to not less than 10kV surge protection in accordance with ANSI testing requirements.

3) The single phase electric endpoints must come standard with TOU, Demand and Load Profile capabilities, no softkeys for feature enablement will be accepted. Must have a minimum of 8 channels of user definable load profile channels with an optional additional and separate 8 channel recorder option available with independent recorder interval time.

4) The single phase disconnect electric endpoints must support a 200Amp rating switch, with an option for 320Amp switch. The meter shall utilize the latest in

temperature monitoring and have the capability to disconnect the meter if the utility configurable temperature threshold/setting is reached.

5) The single phase l disconnect electric endpoints must utilize a cam-driven DC motor, solenoid operated disconnect operation will not be evaluated.

6) The single phase disconnect electric endpoints must utilize a minimum of 3 blades per phase and have a baseplate melting temperature of not less than 1700 degrees F.

7) The single phase electric endpoints shall have multiple forms of tamper detection and alerts, including a tilt alarm to detect possible meter removal from socket.

8) The single phase electric endpoints shall be fully capable of being re-programmed and firmware upgraded over the air via the network.

10) The single phase electric endpoints must store at a minimum 70 days of 15 minute interval reads, for up to 4-channels of load profile.

11) Single phase electric endpoints must have the ability to be upgraded to a full IPv6 IEEE 802.15.4g Wi-SUN aligned protocol, or upon release by the Wi-SUN Alliance the Wi-SUN 2.0 protocol.

12) RF Transmissions must include AES-256encryption, and other penetration tested security features to ensure end-to-end security best practices are being utilized.

13) Single phase l electric endpoints must have an environmental temperature rating of -40C to 85C

14) The single phase electric endpoints must be fully warranted for a minimum period of three (3) years from shipment.

AMI ELECTRIC ENDPOINTS — POLYPHASE

1) The polyphase electric endpoints will utilize unlicensed frequency hopping spread spectrum 902-928 MHz mesh connectivity. The option of using LTE Cellular endpoints for less dense and strategic gap filling will be considered, if they are able to be managed by the same AMI head end (HES). Licensed frequency and proprietary point to point or point to multipoint systems will not be evaluated.

2) The polyphase electric endpoints must have been tested and certified to not less than 10kV surge protection in accordance with ANSI testing requirements.

3) The polyphase electric endpoints must come standard with TOU, Demand and Load Profile capabilities, no softkeys for feature enablement will be accepted. Must have a minimum of 16 channels of user definable load profile channels with an optional additional and separate 16 channel recorder available with independent recorder interval time. 256kB standard.

4) The polyphase electric endpoints must be fully capable of 4 quadrant measurement, capable of delivered and received, KW, KVA and KVAR demands.

5) The polyphase electric endpoints shall have multiple forms of tamper detection and alerts, to include a tilt & vibration, cover removal and magnetic detection alarms.

6) The polyphase electric endpoints shall be fully capable of being re-programmed and firmware upgraded over the air via the network.

7) The polyphase electric endpoints must have a minimum of two alternative methods of calculation of VAR and VA.

8) Polyphase electric endpoints must have the ability to be upgraded to a full IPv6 IEEE 802.15.4g Wi-SUN aligned protocol, or upon release by the Wi-SUN Alliance the Wi-SUN 2.0 protocol.

9) RF Transmissions must be AES-256 encryption, and other penetration tested security features to ensure end-to-end security best practices are being utilized.

10) Polyphase electric endpoints must have an environmental temperature rating of -40C to 85C

11) Polyphase l electric endpoints must be fully warranted for a minimum period of three (3) years from shipment.

ACCEPTABLE ENDPOINTS

In the interest of standardization, the following endpoints are acceptable for use by the City of Needles provided they fully comply with the above specifications and meet all requirements in the bid package:

Residential -

1. Landis + Gyr Focus Axe; or equivalent. 2. Landis + Gyr Focus AXeSD; or equivalent.

Polyphase –

1. Landis + Gyr S4X; or equivalent.

AMI ENDPOINTS — INTEGRAL DESIGN WITHOUT CONNECTIONS

1) The Endpoints must be a fully wireless solution for interfacing with mechanical meters that requires no externally wired connection points. The Wireless Endpoints must be integral and permanently sealed within the meter register using a stainless steel register base, wrap-around gasket, and tempered glass lens.

2) The factory-sealed register shall be fully solid-state, electronically driven only and furnished with a low flow leak detection symbol and with a reverse flow notification symbol

3) The Wireless Endpoints must be capable of retrofitting existing bayonet-style meter assets that have been previously installed by the utility. Streamlined methods for reprogramming Wireless Endpoints for retrofit compatibility with the utility’s meter base must be provided. The utility must be able to stock a single Wireless Endpoint and program it to be installed on any of its existing mechanical meter assets.

4) The Wireless Endpoints within the system should monitor water consumption through the meter and shall specifically indicate possible leaks, as alarm flags to the meter data management application

5) The Wireless Endpoints shall contain tamper detection capabilities, which identifies

tamper as alarm flags to the meter data management application whenever the Wireless Endpoint has been tampered with magnetically.

6) The Wireless Endpoints within the system should specifically indicate, as alarm flags to the meter data management application, whenever there is an unusual amount of reverse flow registered.

7) The register shall be identical within a given size or model subject to the programming of appropriate flow factors for compatibility with the attached bayonet-style meter.

8) Register cover box shall be made of engineered plastics attached to main case in a tamper resistant manner. The register cover box shall be equipped with a hinged lid that will overlap the register to protect the reading area.

9) The Wireless Endpoints must offer an integrated LCD that remains on at all times and provides all required information on a single display without toggling between different screens. Field personnel should be able to remove the meter lid and immediately acquire the needed information from the LCD display without having to wait for the display to trigger or toggle between screens. The register shall have a LCD display with the capability of simultaneously displaying the below information:

The register shall have a four (4) digit rate of flow indicator with a floating decimal to allow high resolution flow measurement

The register shall have the ability to display 1/1000th of a measurement unit to allow high resolution for low flow meter testing or on-site inspections

The LCD shall indicate rate of flow, reverse flow, low battery indication, leak alert, and tamper alert.

The Wireless Endpoint’s integrated LCD must show both Flow Rate and Totalized Consumption on a single display. The Wireless Endpoint and LCD display must be capable of simultaneously supporting different Units of Measure for Flow Rate and Totalized Consumption, respectively.

The register LCD shall clearly distinguish the digits for AMI RF reading by displaying lines below the encoder reading.

An effective tamper proof meter with a displayed tamper indication symbol is required.

The register shall be programmable for m3, gallons, or cubic foot registration

The LCD lens and register faceplate shall be protected by molded heat treated 0.25” glass to ensure against scratching and breakage.

15) The Wireless Endpoint shall be battery operated using a single 3.6 Volt C Tadiran Lithium Battery with advanced power life management design that provides for long operational life of approximately 20 years. Batteries must be 3.6 Volt C Tadiran Lithium and non-replaceable.

16) Wireless Endpoints must communicate using unlicensed frequency 902-928 MHz and be certified to operate under FCC Part 15.247 with transmission of 250mW-500mW auto-adaptive power output capability.

17) Wireless Endpoints must utilize design features that protect against signal strength degradation due to environmental conditions common in a meter pit installation setting such as a flooded meter box.

18) Wireless Endpoints must be capable of activation via magnet at the time of installation.

19) Wireless Endpoints must store 45 days of 15 minute interval reads.

20) Wireless Endpoints must have protocol support for either RF Mesh or RF Mesh IP.

21) When operating, all RF Transmission shall be AES-256CCM bit encryption.

22) Wireless Endpoints shall have an environmental temperature rating of -40F to 158F (-40C to 70C)

23) The Endpoints must be fully warranted for a minimum period of twenty (20) years (ten years full, with an additional ten years prorated).

ACCEPTABLE WIRELESS ENDPOINTS

In the interest of standardization, the following Wireless Endpoints are acceptable for use by the City of

Needles provided they fully comply with the above specifications and meet all requirements in the bid

package:

1. Landis + Gyr Under‐the‐Glass Series 5 Gridstream Interpreter; or equivalent

RESIDENTIAL MUTI-JET (5/8” – 2”) METER SPECIFICATIONS

Except as otherwise modified or supplemented herein, the latest revision of AWWA Standard C-708 for Cold Water Meters - Multi-jet Type shall govern the materials, design, manufacture and testing of all meters furnished under this specification or a product approved as equal by the Director or his or her appointed agent.

AWWA Standard C708 is considered by City of Needles Utilities to be minimum requirements and shall be supplemented herein to ensure the quality required by the utilities department.

Meters shall be manufactured by a company with a minimum of twenty-five (25) year’s experience in manufacturing of water meters. All water meters shall be assembled and tested within the Continental United States of America. Manufacturer shall be doing business as (d.b.a.) a registered corporation in one of the United States.

Bids will be accepted only from those companies who are actively engaged in the manufacturer of a complete line of water meters of various types, (i.e. multi-jet type, ultrasonic).

Meters shall be bid without connections. Cold water meters 2" and smaller shall be magnetically driven, multi-jet, velocity type with manufacturer-assembled AMI endpoint of integral design without connections (meeting specifications as listed in City of Needles Utilities Integral Universal AMI Endpoint Specification).

The water utilities department reserves the right to request a sample meter to study prior to awarding bids.

METER MAIN CASE

For small meters 5/8” – 1”, the main case shall be a solid case with removable bottom plate. For Intermediate size meters 1 ½” or 2”, the main case shall be designed for easy removal of the chamber assembly without disturbing the connections to the pipeline.

The main case will be manufactured of cast unleaded bronze containing a nominal copper content of 86%. The main case shall be constructed in such a way that it will withstand internal pressure

and external stress to eliminate distortion, cracking, or breaking that could cause leakage or possible damage to other components or interfere with the proper operation of the meter in general.

Removable bottom plates shall be manufactured of cast bronze containing a nominal copper content of 86%, epoxy-coated cast iron, or engineered plastic. If removable covers are used, they shall be constructed of waterworks bronze containing a nominal copper content of 86%. Bottom or cover plates, if applicable, shall be attached to the main case with stainless steel or silicon bronze bolts.

All external bolts, nuts and washers shall be of bronze, stainless steel or other non-corrosive metal.

Main case connection for 5/8 inch, 3/4 inch and 1-inch meters shall be spuds having external water meter threads with dimension as indicated by AWWA Standards. One and one-half inch (1-1/2") meters and two inch (2") meters.

The meter serial number shall be imprinted permanently on the main case.

The size, model number of the meter and direction of the flow through the meter shall be imprinted permanently on the outer case of all meters.

All meter cases shall be machine finished, with no sharp edges. Standard bronze cases shall be manufactured of a copper alloy with a nominal copper content of 86%.

All meter cases shall include a calibration port located under the register shroud or on an external boss in the main case if protected by an acceptable tamper device.

MEASURING CHAMBER

The measuring chamber shall be made of a suitable synthetic polymer material, which equals or exceeds AWWA Standards. It shall be secured in a position in the main case in such a manner that slight distortion of the main case will not affect sensitivity or registration of the meter.

The measuring chamber shall be of the velocity type and designed as to allow the flow of water to pass through precise, converging orifices causing the impeller to rotate thereby providing a synchronous relationship between the impeller velocity and the water registered that passed through the chamber.

The measuring chamber shall be constructed in such a manner as to facilitate easy removal from the maincase.

As an indication of longevity of service, the performance of the measuring chamber shall be guaranteed to meet the new meter standards of AWWA manual M-6 as follows:

5/8” 5 years or 750,000 gallons

3/4” 5 years or 750,000 gallons

1" 5 years or 1,100,000 gallons

1.5” 5 years or 1,600,000 gallons


To ensure longevity of service, the performance of the measuring chamber shall be guaranteed to meet the repaired meter standards of AWWA manual M-6 as follows:

5/8" 20 years or 2,500,000 gallons

3/4” 20 years or 2,500,000 gallons


1.5” 20 years or 5,600,000 gallons


The measuring chamber shall be covered for this period by written warranty as required or mentioned elsewhere in these specifications.

MAGNETIC COUPLINGS

There shall be no stuffing box. The motion of the multi-vaned rotor shall be transmitted to the sealed register/AMI endpoint through the use of a direct magnetic coupling and interpreted by TMR Sensor. Magnets shall be a permanent magnet material to avoid accidental demagnetization.

STRAINERS

All meters must be provided with a corrosion resistant strainer that is easily removed from the meter

CHANGE GEARS

Change gears are not acceptable. All register of particular registration and meter size shall be identical and completely interchangeable.

ACCURACY AND HEAD LOSS TESTS

Meters shall conform to current AWWA test flow, head loss and accuracy standards.

PRESSURE CAPABILITY

Meters shall operate up to a working pressure of one hundred fifty (150) pounds per square inch and to a temperature of 105 degrees Fahrenheit (with short excursions to a maximum of 120 degrees Fahrenheit), without leakage or damage to any parts. The accuracy shall not be affected when operating at this pressure due to possible distortion and severe dimensional changes.

WARRANTY REQUIREMENTS

The manufacturer's meter guarantee will be required with this bid and shall cover the meter main case’s pressure integrity for a period not less than twenty-five (25) years according to the meter serial number.

Bidder must include with his bid, a copy of descriptive literature for the meters including typical accuracy and head loss.

ACCEPTABLE METERS

In the interest of standardization, the following meter lines are acceptable for use by the City of Needles provided they fully comply with the above specifications and meet all requirements in the bid package:

1. Master Meter; or equivalent

All meters not listed above shall pre-qualify. In order to pre-qualify, the manufacturer shall send necessary drawings and technical data to City of Needles Utilities and complete a minimum of one

year in equivalent field testing. Any exceptions to the specifications shall be pre-qualified by the above method.

Construction of the meters manufactured under this specification will have that design and manufacturing location verified by meeting the NSF61 Standard as certified by an ANSI-recognized organization.

BIDDERS RESPONSIBILITY TO THIS SPECIFICATION

It is the responsibility of each bidder to carefully examine these specifications and the bid documents and become familiar with the requirements set forth herein. In addition, it is the responsibility of each bidder to submit all necessary information concerning their product to City of Needles. Failure to do so could result in your bid being declared as non-responsive.

INSTALLATION REQUIREMENTS

1) Installation Company History a) Must be in business for at least 5 years (note company start date). b) Must have a California State Contractor's "A" License (attach CSLB

abstract). c) Must have completed at least 5 water meter installation projects in Southern

California (describe projects and list references). d) Must have completed at least 5 AMI/AMI projects (list projects and

references) e) Project Manager/Lead Installer must possess a grade 1 (or better) State of

California Water Distribution Certificate (list name and certification number). f) Must provide a 24 hour emergency contact number

2) Installation Requirements

a) Provide weekly schedules 7 days in advance. b) Installer must attempt to make contact with the customer before shutting off water. c) If the meter is turning, installer must wait to change the meter until:

1) The meter stops turning 2) The customer is contacted

d) Debris and dirt must be removed from the box to a level that ensures that debris/dirt will not get into the line. Debris must be disposed of appropriately.

e) The installer must bleed the line if possible. f) If installer breaks the customer line, installer is responsible to repair the line up to 3 feet

on the customer side. g) If there are leaks present/broken city side valve or any other reason that the installation

cannot be performed, the installer must note the description of the situation on the daily spreadsheet.

h) All meter and radio serial numbers must be collected via scanner (please describe the manner/systems used in which information will be collected and transmitted).

i) The City will provide the existing meter address and number in an Excel Spreadsheet or PDF and the minimum information to be collected for each installation: 1) New Meter Serial Number 2) New Radio Serial Number 3) New Meter “In Read” 4) Old Meter "Out Read". 5) Installer Name 6) Date and Time Installed

j) All daily install information must be sent to the City electronically by the end of the following business day.

k) All existing meters shall be delivered to the City warehouse in good condition after removal.

l) All trucks must be marked with the company name. m) All personnel must be uniformed with company shirts/hats, etc.

OVERALL PROPOSAL REQUIREMENTS

1) The proposals should provide consideration and discussion at a minimum: a) Present day costs associated with the required infrastructure b) Include costs with and without a third party installation for electric and water SEE BID

SHEET AT END OF RFP. c) Discussion on how AMI meters will be reprogrammed to communicate in an AMI

system; d) Explanation of how the new system will allow manual reading of existing system

during the transition period; e) Method for dealing with any other concerns that vendor may be aware of which

were unforeseen or unmentioned in this document.

PROPOSAL CONTENT

Submit 1 original bid. There is no maximum number of pages, but please be concise (bulk will not necessarily count in your favor).

A. Statement of Qualifications – (Including the background and summary of the firm and the

staff proposed to be used).

B. Five (4) references of recent systems installed in other cities or utility companies. Also attach a list of all domestic installations, including quantity of units and type of system.

C. Provide a brief description of the work plan that would be proposed to carry out the tasks

set forth in this RFP, including the availability of the key staff identified, as well as which staff would be assigned and response times for specific tasks.

MANDATORY PRE-PROPOSAL

All prospective proposers are invited to a mandatory pre-proposal meeting on May 20, 2021 at 9:00 a.m. Prospective proposers are encouraged to discuss problems, difficulties, and other issues regarding this project. The meeting will take place at the City of Needles 817 Third St. Needles, CA 92363 The City will not accept proposal from bidders who do not attend this mandatory pre-proposal meeting.

To join virtually Click here to join the meeting If asked, enter the following: Meeting ID: 402 638 007# or call in 1-323-488-2227 Meeting ID: 402 638 007#

Please contact Rainie Torrance at [email protected] or by phone (760)326-5700 X140 if you need any assistance connecting to the meeting.

PROPOSAL DUE DATE

One (1) signed original shall be submitted to the City Clerk City of Needles. Proposals will be received and accepted on or before 3:30 p.m., PST, June 2, 2021 for this RFP (late submission will not be accepted). Proposals may be submitted by mail or in person to:

City of Needles Attn: City Clerk 817 Third St.

Needles, CA 92363

Please note ADVANCED METERING INFRASTRUCTURE (AMI) BID ON PACKAGE.

COMPARATIVE EVALUATION CRITERIA FOR SELECTION

Proposals will be evaluated by a selection committee. The City will verify that each proposal contains all forms and other information required by this RFP. If all required information is not provided, the proposal may be considered non-responsive and rejected without evaluation. The City shall apply the following criteria, in its evaluation of the proposal.

COST PROPOSAL REQUIREMENTS

1) The proposals must include: a) pricing for data collection including all hardware and software; b) pricing for water meters in standard sizes ranging from ¾-inch to 6-inch; c) pricing for electric meters d) pricing for turn-key installation both water and electric meters e) installation and training costs for data collection hardware and software; f) estimated life span of the meters and warranty information.

TENATIVE SCHEDULE

The following project schedule will be utilized unless otherwise approve by the City: RFP is available May 7, 2021 Mandatory Pre-Proposal Meeting May 20, 2021 Deadline for receipt of Proposals June 2, 2021 Tentative Award of contract June 22, 2021 Meter Installation Complete February 28, 2022 (TENATIVE) Please reference "Request for Proposal – ADVANCED METERING INFRASTRUCTURE RFP when contacting the City regarding this solicitation. Inquiries, including technical questions, regarding this solicitation and to submittal of RFP should be directed to:

City of Needles Rainie Torrance, Assistant Utility Manager

817 Third St. Needles, CA 92363 [email protected] (760)326-5700 X140

CITY OF NEEDLES

TERMS AND CONDITIONS

NOTE: IT IS THE PROPOSER’S RESPONSIBILITY TO EXAMINE THE "REQUEST FOR PROPOSAL" SOLICITATION IN ITS ENTIRETY PRIOR TO SUBMITTING A PROPOSAL

TERMS AND CONDITIONS

A. Waiting Period Proposals shall be firm offers, subject to acceptance or rejection for a period of up to ninety (90) days per “Request for Proposal” from the date of the proposal opening until proceedings are completed and an award is made. Vendor shall assume full responsibility for the effect of the waiting period on all proposal fees and terms.

B. Insurance Vendors are required to provide with their proposal, certificates of insurance verifying coverage, as well as a letter from the Vendor’s insurance agent or corporate Risk Management Department acknowledging that the Vendor is able to comply with all insurance requirements. It is highly recommended that Vendors confer with their respective insurance carriers or brokers to determine in advance of proposal submittal, the availability of insurance certificates and endorsements as prescribed herein.

During the term of this Contract, the Vendor shall maintain at Vendor’s sole expense, the following insurance.

1. Minimum Scope of Insurance:

a. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. Coverage shall be at least as broad as Insurance Services Office form number GL 00 02 (Ed. 1/73) covering Comprehensive General Liability and Insurance Services Office form number GL 04 04 03 81 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage, "occurrence" form CG 00 01 11 85. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location, endorsement CG 25 03 11 85 or CG 25 04 11 85, or the general aggregate limit shall be twice the required occurrence limit.

b. Professional Liability and errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents in conjunction with the services to be provided. Coverage limits shall be $1,000,000 or more, per occurrence without reduction for claims paid during the policy period. The carrier should be duly insured and authorized to issue similar insurance policies for this nature in the State of California.

c. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Coverage shall be at least as broad as Insurance Services Office form number CA 00 01 01 87,

covering Automobile Liability, code 1 "any auto" and endorsement

CA 00 25 (Ed. 01 86). d. Workers' Compensation and Employers Liability: Workers'

compensation limits as required by the Labor Code of the State of California and employers Liability limits of $1,000,000 per accident.

2. Deductibles and Self-Insured Retention:

Any deductibles or self-insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City, its officers, officials, employees and volunteers; or the Auditor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

3. Other Insurance Provisions: The policies are to contain, or be endorsed to

contain, the following provisions:

a. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; premises owned, occupied or used by the Vendor; or automobiles owned, leased, hired or borrowed by the Vendor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers.

b. For any claims related to this project, the Vendor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Vendor's insurance and shall not contribute with it.

c. Any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers.

d. The Vendor's insurance shall apply separately to each insured against whom a claim is made or suite is brought, except with respect to the limits of the insurer's liability.

e. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after thirty (30) days prior written notice, by certified mail return receipt requested, has been given to the City.

f. Professional Liability Insurance or Errors and Omissions insurance as appropriate to Vendor’s profession shall be required and written on a policy form specifically designed to provide coverage for and protect against the negligent acts, errors and omissions of the Vendor in the performance of the services required by this Agreement. A minimum limit of $1,000,000 per claim and in the aggregate must be provided.

C. Proposal Preparation Costs

The City is not, nor shall be deemed liable for any costs incurred by Vendor in the preparation, submittal, or presentation of their proposals.

D. Proposal Inclusions

The RFP documents shall be returned in their entirety, with ALL applicable portions fully completed by the Vendor. All Vendors are encouraged to review and confirm that their proposal includes and specifically addresses all of the proposal requirements prior to submitting as outlined elsewhere in this document.

E. Withdrawal of Proposal Before Closing

Any Vendor may request the withdrawal of their submitted proposal, by written request, at any time prior to the scheduled closing date and time. Upon receiving the written request to withdraw any proposal, the City will consider the Vendor’s proposal null and void, and return the proposal to the Vendor unopened. Withdrawal of Vendor’s proposal will not prejudice Vendor’s re-submittal for this or any future proposal(s).

F. Mistake in Proposal

Any Vendor may withdraw their proposal after the proposal opening, subject to the time restrictions indicated below, only if the Vendor can establish to the City’s satisfaction, that a mistake was made in preparing the proposal.

1. A Vendor declaring a mistake must provide a written notice to the City within five (5) calendar days following the scheduled closing date, specifying in detail how the mistake occurred, and how the mistake made the proposal materially different than it was intended.

2. Withdrawal of the proposal will only be permitted for mistakes made in the

completion of the proposal. A Vendor who claims a mistake shall be prohibited from submitting further proposals on the Project on which the mistake was claimed. (Public Contract Code 5105).

G. Proposal Labeling

The proposal shall be submitted in a sealed envelope (Section D pages 16-17) with all original pages intact. Proposal envelopes must be plainly marked and submitted as follows:

“ADVANCED METERING INFRASTRUCTUE BID”

H. Written Questions and Answers

Any proposal received prior to the date and time specified for the receipt of proposals maybe withdrawn or modified by written request question by contacting Rainie Torrance.

In order for all competing Vendor to receive the same information, no response shall be given to verbal questions submitted by telephone or in person. Email all questions to Rainie Torrance at [email protected]

Answers to all relevant questions will be addressed in addenda if deemed necessary.

I. Proposal Submittal

All proposals delivered in an express courier package shall be sealed in a separate envelope within the courier package. Any proposal found to be illegible or incomplete shall be considered for rejection. Whether sent by courier, mail, or by means of personal delivery, Vendor assume full responsibility for having their proposal deposited at the proper address and not later than the scheduled closing time. Faxed or e-mailed proposals or modifications will not be considered.

J. Proposal Acceptance

The City reserves the right to accept or reject any and all proposals and waive any irregularities or informalities in any proposals or in the proposal process. The City further reserves the right to award the contract to other than the lowest Vendor if such action is deemed to be in the best interest of the City.

K. Interpretation of Documents

During the proposal solicitation period, should a Vendor find discrepancies or omissions in any part of the RFP, or should the Vendor be in doubt as to their interpretation, the Vendor shall immediately notify the contact indicated in Section H. Should it be found necessary, an addendum will be sent to all Vendors. Any addenda issued prior to the scheduled proposal closing date and time, shall form a part of this solicitation and shall become a part of the submitted proposal.

Exceptions to this RFP: Any changes from the provisions of this RFP, which may be desired by the Proposer, shall be specifically noted on the form provided in Section D - Forms.

L. Understanding of the Project

The proposal shall contain a detailed explanation of the scope of work. Do not reiterate the contents of the RFP. The information offered should be a compendium of the Vendor’s knowledge of quality assurance during construction, various field tests, namely compaction, as well as testing samples provided by the Contractor.

M. Evaluation and Ranking of Bids, Awards, and Execution of Contract

The City reserves the right to accept or reject any and all bids, to waive any irregularities or informalities in any proposal, and to award a contract to the Vendor who best meets its requirements. Relevant factors which shall be completeness and accuracy of proposal; past experiences of the City with the proposer (if applicable); references from other owners, developers, or municipalities regarding past work done by the proposer; combination of the certifications of the field and lab technician(s) for that specialty of testing and the lab itself; customer service record and experience of the proposed staff; ability to complete the job in the specified time.

Bids may not be withdrawn for a period of ninety (90) days after date set for opening thereof, unless otherwise required by law. The award of the contract, if awarded, will be made within forty-five (45) days after opening of the Proposals. The Vendor's signature on the Cost Proposal form shall

constitute a commitment on the part of the vendor to perform the work in a workmanship manner as set forth in the Proposal Form, the Terms and Conditions, Technical Provisions, and the Request for Proposal. The Vendor to whom the contract is awarded shall be notified upon approval of the contract by the Purchasing Section of the Administrative Services Department. The Proposal Form, the Terms and Conditions, Technical Provisions, the Request for Proposal, and the City Specifications, together with any plans and/or attachments, shall all be considered as part of the contract between the City and the Vendor to whom a Purchase Order is issued.

The City further reserves the right to award the contract to other than the lowest Vendor and the right to split the order if such action is deemed to be in the best interest of the City.

N. Public Record

Be advised that all information contained in proposals submitted in response to this solicitation shall become a matter of public record upon contract award, and be made available upon request, unless otherwise marked. The Vendor must identify, in writing, all copyrighted material, trade secrets or other proprietary information the Vendor claims are exempt from disclosure pursuant to the California Public Records Act. The Vendor who claims such an exemption must also state in the proposal that, “The Vendor agrees to indemnify and hold harmless the City and its officers, employees and agents from any claims, liability or damages against the City and to defend any actions brought against the City for its refusal to disclose such material, trade secrets or other proprietary information to any party.”

O. Acceptance and Payment

Vendor’s invoice(s) shall include reference to the Purchase Order number issued for the services, and be accompanied by detailed supporting documentation, to include information on services rendered. The City shall pay the Vendor’s properly executed invoice, subject to approval by the Project Manager, within thirty (30) days following receipt of the invoice. Total payment for each phase of the work will not exceed 95% of the estimated cost of that phase until all work under that phase is completed to the City’s satisfaction. Total payment for all work shall not exceed the sum of the estimated cost of all completed phases plus the partial payments for partially completed phases. Payment will be withheld for any services which do not meet or exceed city requirements or have proven unacceptable until such services are replaced, resubmitted and accepted by the City.

P. Federal, State and Local Laws

The Vendor and all subvendors shall comply with all applicable federal, state, local laws, rules, and regulations.

Q. Retention of and Access to Records

At all reasonable times during the term of this contract and for a minimum of three (3) years following final settlement, the City, and any designated representative shall have access to all records related to work performed under this contract and the Vendor and all subs shall make such records available for inspection, audit, copying excerpts and transcriptions.

R. Drug-Free Workplace Requirements

The Vendor and all sub-vendors shall comply with the requirements of the Drug- Free Workplace Act of 1990 (Government Code Sections 8350 et seq.).

S. Americans with Disabilities

The Vendor and all sub-vendors shall comply with the Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. 12101 et seq.) which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA.

T. Conflict of Interest

No member, officer, or employee of the City or of a local public body during his tenure or for one (1) year thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof.

Furthermore, the parties hereto covenant and agree that to their knowledge no board member, officer or employee of the City has any interest, whether contractual, non-contractual, financial or otherwise, in this transaction, or in the business of the contracting party other than the City, and that if any such interest comes to the knowledge of either party at any time, a full and complete disclosure of such information will be made in writing to the other party or parties, even if such interest would not be considered a conflict of interest under Article 4 (commencing with Section 1090) or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the State of California.

U. Disputes

Any controversy or claim arising out of or relating to the provisions of this Agreement or the breach thereof shall be settled by arbitration, in accordance with the Rules of the American Arbitration Association, unless the parties agree, in writing, to some other form of alternative dispute resolution.

V. Non-Collusion Affidavit

All bids must be accompanied by a signed and notarized Non-Collusion Affidavit per the Public Contract Code Section 7106.

W. License

The awarded Vendor shall obtain a City of Needles business license prior to commencing work for the City.

X. Termination for Convenience

The City may, by written notice, terminate this contract in whole or in part, when deemed in the City’s interest. Upon termination of this contract, the City shall only be liable for payment under the payment provisions of this contract for services rendered or supplies furnished prior to the effective date of termination.

Y. Termination for Default

The City, may, by written notice of default to the Vendor, terminate this contract in whole or in part if the Firm fails to:

1. Deliver or to perform the services within the time specified in this contract or any

extension; or

2. Make progress, so as to endanger performance of this contract; or

3. Perform any of the other provisions of this contract.

Z. Ownership of Materials and Documents/Confidentiality

The City retains ownership of any and all partial or complete reports, drawings, plans, notes, computations, lists, and/or other materials, documents, information, or data prepared by the Vendor and/or the Vendor’s sub-vendors pertaining to this document. Said materials and documents are confidential and shall be available to the City from the moment of their preparation, and the Vendor shall deliver same to the City whenever requested to do so by the Project Manager and/or the City. The Vendor shall provide the City with an electronic version of all project-related documents, including all text documents and drawings. The Vendor agrees that same shall not be made available to any individual or organization, private or public, without the prior written consent of the City.

AA. CONFIDENTIALITY

Before the award of the contract, all proposals will be designated confidential to the extend by permitted by the California Public Records Act. After award of the contract (or if not awarded, after rejection of all proposals), all responses will be regarded as public records and will be subject to review by the public. Any language purporting to render all or portions of the proposals confidential will be regarded as non-effective and will be disregarded.

BB. AMENDMENTS AND REQUESTS

The City reserves the right to amend the Request for Proposals by addendum before the final proposal submittal date.

CC. NON-COMMITMENT OF THE CITY

This Request for Proposals does not commit the City to award contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract these services. All products used in developed in the execution of any contract resulting from this Request for Proposals will remain in the public domain at the completion of the contract.

DD. GENERAL COMPLIANCE WITH LAWS AND WAGE RATES

The Vendor shall be required to comply with all federal, state and local laws and ordinances applicable to work. This includes compliance with prevailing wage rates and their payments in accordance with California Labor Code, Section 1775.

EE. AFFIRMATIVE ACTION: The City hereby notifies all bidders that it will affirmatively ensure that minority business enterprises will be afforded full opportunity and consideration when submitting bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, creed, or national origin when reviewing the bid proposals for award of contract.

FF. HIRING OF ILLEGAL ALIENS PROHIBITED: Vendor shall not hire or employ any person to perform work within the City or allow any person to perform work required under this Agreement unless such person is properly documented and legally entitled to be employed within the United States.

GG. VENDOR INFORMATION:

If Vendor is a corporation, Vendor certifies that corporation is in good standing to “do business” in California. Doing business is defined by Revenue and Taxation Code 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. If Vendor is awarded the contract and found to have an invalid corporate status with the California Secretary of State’s Office, award will be voided unless the Vendor can provide validity of corporate status within five (5) working days of notification of award.

Any contract awarded as a result of this Request for Proposal (RFP) will be awarded without discrimination based on race, color, religion, age, sex, sexual orientation.

BIDDER’S NAME:

TOTAL BID PRICE INFRASTRUCTURE

Item Description Unit

Qty. Unit Price Extension Price

1 Installation EA 1 $ $

2 Project Management/Integration EA 1 $ $

3 Network Infrastructure EA 1 $ $

4 Other: ________________________ EA 1 $ $

$

(in figures)

$

(in words)

BIDDER’S NAME:

TOTAL BID PRICE WATER METERS WITHOUT INSTALLATION PER METER



1 5/8 x ¾ EA 1,719 $ $

2 1” EA 98 $ $

3 1-1/2” EA 41 $ $

4 2” EA 79 $ $

5 3” (retrofit) EA 1 $ $




9 Meter Boxes EA 500 $ $

10 Lids EA 500 $ $

11 Meter Gaskets EA 3,000 $ $

12 Angle Valves EA 100 $ $

$

(in figures)

$

(in words)

BIDDER’S NAME:

TOTAL BID PRICE WATER METERS WITH INSTALLATION PER METER



1 5/8 x ¾ EA 1,719 $ $

2 1” EA 98 $ $

3 1-1/2” EA 41 $ $

4 2” EA 79 $ $





9 Meter Boxes EA 500 $ $

10 Lids EA 500 $ $

11 Meter Gaskets EA 3,000 $ $

12 Angle Valves EA 100 $ $

13 Mobilization EA 3,000 $ $

14 Instillation (cost per meter) EA 1 $ $

$

(in figures)

$

(in words)

BIDDER’S NAME:

TOTAL BID PRICE ELECTRIC METERS WITHOUT INSTILLATION PER METER



1 Polyphase EA 150 $ $

2 Single phase EA 2,500 $ $

3 Seals EA 2,650 $ $

4 Meter Rings EA 1,000 $ $

$

(in figures)

$

(in words)

BIDDER’S NAME:

TOTAL BID PRICE ELECTRIC METERS WITH INSTILLATION PER METER



1 Polyphase EA 150 $ $

2 Single phase EA 2,500 $ $

3 Seals EA 2,650 $ $

4 Meter Rings EA 1,000 $ $

5 Instillation (cost per meter) EA 1 $ $

$

(in figures)

$

(in words)

BIDDER’S NAME:

TOTAL BID PRICE Miscellanous Items



1 Annual Hosting Fee (if applicable) EA 1 $ $

2 Training: ________________

EA 1 $ $

3 Other: ________________ (if applicable)

EA 1 $ $

$

(in figures)

$

(in words)