2022 Water Meter Install Project

City of Kingsport – Procurement Department 415 Broad Street, Kingsport, TN 37660 Phone – (423) 229-9419 Fax – (423) 224-2433 September 18, 2022 PROJECT: 2022 Water Meter Install Dear Prospective Bidder: You are invited to submit a sealed price proposal for the above project. A copy of the Invitation to Bid, Bid Proposal, Compliance Affidavits Form and Envelope Cover are attached. Please make certain you sign your bid and Affidavits Form (affidavits form must also be notarized) and include with your sealed bid. A bid bond will be required. Proposals must be submitted on the forms provided by the City. If you have questions please contact me at (423) 229-9315 or email brentmorelock@kingsporttn.gov . We look forward to receiving your proposal. Sincerely, Brent Morelock, CPPO, CPPB Procurement Manager C: Engineering INVITATION TO BID Sealed bids for the following project will be received by the Procurement Manager until

4:00 P.M., Eastern Time, October 6, 2022, and at that time publicly opened in Conference Room 436, 4th Floor, City Hall. All bids will be considered for award or rejection at a later date. PROJECT: 2022 Water Meter Install Project Copies of the documents may be obtained on our website @ https://www.kingsporttn.gov/city-services/purchasing/ Copies of the document will be available for review at the office of the City Engineer, 130 Shelby Street, Kingsport, TN and at the following locations: Knoxville Builders Exchange AGC Plan Room 300 Clark Street 249 Neal Drive Knoxville, TN 37921 Blountville, TN 37617 A Pre-Bid Conference will be held on September 27, 2022 @ 11:00 A.M. in the Water Services Training Room located @ 1113 Konnarock Road, Kingsport, TN 37664. A bid bond or certified check in an amount equal to five percent (5%) of the total of the bid is required. Certified checks should be made payable to City Treasurer, City of Kingsport. The successful bidder will be required to execute acceptable Performance and Payment Bonds in an amount equal to one hundred (100%) percent of the contract price. All bidders must be licensed Contractors as required by the Contractors Licensing Act of 1994 (TCA Title 62, Chapter 6). No bid will be opened unless the outside of the sealed envelope containing the bid provides the following information: the Contractor's license number, the date of the license's expiration, and a quotation of that part of his classification applying to the bid; the Geothermal, HVAC, Masonry, Plumbing, Roofing, and Electrical subcontractor's license number, each date of the license expiration and that part of each classification applying to the bid if the value of work is $25,000 or greater; ($100,000.00 or greater for Masonry) if value of the subcontractor's work is less than $25,000, ($100,000.00 for Masonry), the bid envelope is to be indicated with the phrase "Subcontractor's bid is less than $25,000" ($100,000.00 for Masonry) after each appropriate heading. If no Subcontractor's are being used, the outside of the envelope must state, "No Subcontractors are being used on this project". By submission of a signed bid, the bidder certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder. No submitted bids may be withdrawn for a period of sixty (60) days after the scheduled closing time for receipt of bids. All bids shall be signed, sealed and addressed to the Procurement Manager, City of Kingsport, 415 Broad St., Kingsport, TN 37660, and marked "2022 Water Meter Install Project” The City by its governing regulations reserves the right to accept or reject any or all bids received, to waive any informalities in bidding and to re- advertise. PUB IT: 09/18/22 Chris McCartt City Manager I propose to commence the work within 20 calendar days after notification of acceptance of bid and complete the work in 180 calendar days. LIQUIDATED DAMAGES As actual damages for any delay in completion of the work which the Contractor is required to perform under this Contract are impossible of determination, the Contractor and his Sureties shall be liable for and shall pay to the owner the sum of $500.00 per day as fixed, agreed and liquidated damages for each calendar day of delay from the above date stipulated for completion, or as modified in accordance with Section “Changes in Work” under GENERAL CONDITIONS, until such work is satisfactorily completed and accepted. My Terms are AS PER BID DOCUMENT. The bidder hereby agrees that the Board of Mayor and Aldermen have the right to reject any and all bids received and to waive any informalities. Certified check or bid bond is herewith deposited with the City Treasurer, in the sum of 5% of the total bid amount, made payable to the order of City Treasurer of the City of Kingsport, Tennessee, with the understanding that if the bid herewith submitted is rejected, the said check will be returned to the bidder; and if the said bid is accepted by the City of Kingsport, check will be returned to the bidder upon the execution and securing of a contract to do the said work. If awarded the contract to this work, and the bidder refuses or neglects to execute a written contract to do the same and furnish security in the amount required within ten days after being notified that the contract has been awarded to him the certified check shall be forfeited to the City as liquidated damages for such neglect or refusal, and the amount so collected shall be paid into the fund set aside for the City’s portion of the cost of the proposed improvement. The successful contractor shall provide for workman’s compensation and comprehensive general public liability insurance in amounts acceptable to the City. The contractor will furnish comprehensive automobile liability insurance and insurance in such form as shall be satisfactory to the City. The contractor shall furnish owner’s liability insurance to defend, indemnify and save harmless the City of Kingsport from any and all claims and suits for injury to persons or property arising out of the performance of the contract caused in any way by the acts or omissions of the contractor or the contractor’s agents, employees, or subcontractor during or in connection with the contract work, excepting bodily injury or death or property damage caused by the sole negligence of the owner, its agents or employees. The successful contractor is required to complete a Beneficial Owners Form for projects which exceed $500,000.00. The form will be provided to the successful contractor at the Pre-Construction Meeting and will be required to be submitted to the City with the first Pay Application/Request. We have read and acknowledge the requirements of owner’s liability insurance to save and defend the City harmless. We acknowledge receipt of _____ addendum(s) to this project. BID TO BE SUBMITTED IN DUPLICATE ____________________________________ __________________________________________ HANDWRITTEN Signature of Authorized FIRM Representative ____________________________________ _________________________________________ Date Tennessee Contractor’s License Number BID MUST BE SIGNED TO BE CONSIDERED BID ENVELOPE COVER THIS FORM IS TO BE FIRMLY ATTACHED TO THE OUTSIDE OF THE ENVELOPE CONTAINING THE BID PART 1 ALL BIDDERS MUST COMPLETE THIS SECTION Project Name: __________________________________________________________________ Project Opening Date & Time: _____________________________________________________ Contractor’s Licensed Name: ______________________________________________________ Contractor’s Address: ____________________________________________________________ ____________________________________________________________ Contractor’s License Number: _____________________________________________________ Contractor’s License Expiration Date: _______________________________________________ Contractor’s License Classification: _________________________________________________ PART 2 - SUBCONTRACTORS ALL BIDDERS MUST COMPLETE THIS SECTION. IF SUBCONTRACTOR’S BID AMOUNT IS $25,000 OR MORE FOR (1) ELECTRICAL, (2) PLUMBING, (3) HEATING, VENTILATION, AIR CONDITIONING, (4) GEOTHERMAL, (5) ROOFING OR $100,000 OR MORE FOR (6) MASONRY. IF THAT PORTION OF THE BID IS LESS THAN $25,000 FOR ELECTRICAL, PLUMBING, HVAC, GEOTHERMAL, OR ROOFING ENTER “NONE” OR N/A IN THE NAME SPACE FOR THOSE CATEGORIES BELOW. IF THAT PORTION OF THE BID IS LESS THAN $100,000 FOR MASONRY ENTER “NONE” OR N/A IN THE NAME SPACE FOR THAT CATEGORY BELOW. 1) Electrical 4) Geothermal Name: ____________________________ Name: ____________________________ License Number: ____________________ License Number: ____________________ License Expiration Date: ______________ License Expiration Date: ______________ Classification: ______________________ Classification: ______________________ 2) Plumbing 5) Roofing Name: ____________________________ Name: ____________________________ License Number: ____________________ License Number: ____________________ License Expiration Date: ______________ License Expiration Date: ______________ Classification: ______________________ Classification: ______________________ 3) HVAC 6) Masonry Name: ____________________________ Name: ____________________________ License Number: ____________________ License Number: ____________________ License Expiration Date: ______________ License Expiration Date: ______________ Classification: ______________________ Classification: ______________________ REQUEST FOR PROPOSAL 2022 Water Meter Install City of Kingsport, TN Utilities Department September 2022 Section A ‐ Proposal Instructions 1. General A. The intent of this Proposal is to establish a contract to install approximately 10,000 5/8‐inch or 1‐inch water meters and associated technology for the City of Kingsport. B. The specifications contained within this proposal are the minimum requirements. Any omission shall not relieve the Proposer of furnishing quality service in a timely manner. Any variances must be clearly identified. C. No contract entered into as the result of the Proposer’s response to this request may be subject to any type of non‐disclosure agreement. 2. Submittal Procedures / Timing A. Sealed Proposals will be received by 4:00 P.M. ET on October 6, 2022 in Conference Room 436 @ City Hall. Address envelope to: Procurement Manager, City of Kingsport 415 Broad Street Kingsport, TN 37660 One original proposal signed by an authorized representative and three (3) copies (for a total of 4) shall be enclosed. B. Proposal submittals, modifications, or corrections received after the scheduled closing time will not be considered and will be returned. The City of Kingsport is not responsible for delays in delivery by mail, courier, etc. C. No submitted proposals may be withdrawn for a minimum of sixty (60) days after proposal opening D. Timing: 1. Advertisement: September 18, 2022 2. Pre‐Bid Conference: September 27, 2022 @ 11:00 AM 3. Sealed Bids Due/Opened: October 6, 2022 @ 4:00 PM 4. Presentation to Board: October 18, 2022, if necessary 5. Notice of Award: October 19, 2022 6. Pre‐Construction Conference: November 3, 2022 @ 11:00 AM 7. Notice to Proceed: By January 3, 2023 8. Project End Date: NTP + 180 calendar days Please note that the pre‐bid conference and the pre‐construction meeting will be held in the Water Services Training Room located at 1113 Konnarock Rd. 3. Proposal Documents The proposal shall include the following documents: A. A cover letter with the name, address, phone number, fax number, and website URL for your firm together with the name, address, phone number, fax number, and email for the project manager or person whom the City can contact in regard to the RFP B. A written description of the services proposed C. Contractor qualifications summary documenting a minimum of 5 years of experience in the type of work, size, and scope specified D. Reference page, which shall contain contact names, telephone numbers, and email address, which the City can use in the verification process E. Contractor’s confined space entry certificates (2 employees minimum) F. Bid Proposal Form (Appendix A) G. Compliance Affidavit (Appendix B – must be Signed and Notarized) 4. Acceptance/Rejection of Proposals A. The City reserves the right to accept any or all proposals and make the award to the Proposer, who in the opinion of the City, is in their best interest. Considerations in the award shall be: company and employee qualifications, product service guarantee, necessary resources for the job, agreement with the City’s terms, conditions and cost. B. The City reserves the right to determine the low Proposer either on the basis of the individual items or on the basis of all items included in its Request for Proposal, unless otherwise expressly provided in the Request for Proposal. The City reserves the right to accept any item or group of items of any kind and to modify or cancel in whole or in part, its Request for Proposal. C. The City reserves the right to reject the proposal of any vendor who has previously failed in the proper performance of an award, has failed to deliver on time contracts of similar nature, who has been suspended or disbarred from doing business with the City, or who is not in a position to perform properly under this contract. D. The City, in accordance with its governing directives, reserves the right to reject any or all Proposals and to waive informalities, irregularities, and technicalities in the proposal process and to issue a new request for proposal, and unless otherwise specified by the Proposer, to accept any item. E. Proposals will be valid for a period of 60 days after the submittal date. 5. Project Completion A. Work must be completed within 180 calendar days after the Notice to Proceed is issued. 6. Insurance Required A. During any work performed by the successful Proposer(s) on the premises of the City or otherwise, the successful Proposer(s) agrees to take such measures as will effectively prevent any accident to person(s) or property during or in connection with the work; and especially to indemnify and save harmless the City from all loss, costs, damages, expense, and liability for property damage and for bodily injuries to, or death of, any persons, including without limitation, as to both property damage and bodily injury, and the Proposer and the City and their representative agents and employees, occasioned in any way by the acts or omissions of the Proposer, or the Proposer’s agents, employees, during or in connection with said work, excepting only property damage, bodily injury or death caused by the sole negligence of the City, its agents or employees. B. Successful Proposer shall at its own expense secure and maintain in effect throughout the duration of the contract and thereafter for the duration of Tennessee’s statute of repose insurance as may be required by City for the limits specified by City but in no event less than the limits specified for itself as well as for any of its subcontractors. All policy limits shall be available for the benefit of the City on a primary and noncontributory basis notwithstanding any limits required by City. All policies shall be from insurers that have a Certificate of Authority issued by or are otherwise eligible to operate in and by the State of Tennessee. Each insurer shall have a rating of A or better by AM Best or its equivalent identified by the City as an approved alternate. A Certificate of Insurance is required upon award and shall include the following language: “The City of Kingsport, Tennessee, its Board of Mayor and Alderman, officers, volunteers, agents, and employees are additional insureds for the full limits of all policies listed herein or otherwise applicable on a primary and noncontributory basis.” The Certificate of Insurance shall also clearly state the following: "Should any of the above described policies be canceled before the expiration date, the issuing company shall provide a thirty (30) days written notice to the certificate holder.” Path shall provide a complete certified copy of any policy including all endorsements and exclusions upon request. Successful Proposer understands that as a condition of the award it shall bear responsibility for the payment of any deductible or other retention of it or any of its subcontractors for any claim arising from any policy or program required by City. It is further agreed that any insurance protection required by City or otherwise provided by successful Proposer, shall in no way limit the responsibility to indemnify, keep and save harmless, and defend the City of Kingsport, Tennessee, its Board of Mayor and Alderman, officers, volunteers, agents, and employees. Successful Proposer shall be obligated to waive and shall have its insurers waive, its rights of subrogation. The successful Proposer shall maintain such insurance as will protect from claims under Workers’ Compensation Acts and from any claims for bodily injuries, including death, either to its employees or others, and from all claims on account of property damage, which may arise in connection from said work. C. Insurance coverages and limits to include but not necessarily limited to:: 1. One Million Dollars ($1,000,000.00) limit Comprehensive General Public and Professional Liability, Comprehensive Automobile Liability and Owner’s Liability. 2. One Million Dollars ($1,000,000.00) Malpractice Insurance per occurrence, Five Million Dollars ($5,000,000.00) aggregate. 3. All Certificates of insurance and policies shall contain the following clause: "The insurance covered by this Certificate will not be canceled or materially altered, except after thirty (30) days written notice has been received by the City.” D. The insurance requirements will be effective for the life of any contract/agreement entered into by the Proposer and the City. 7. General Terms and Conditions A. Taxes – The City is exempt from Federal Excise Tax, State of Tennessee and local sales tax. The Proposer must quote prices which do not include these taxes, unless by law the taxes must be a part of the price. Exemption certificates will be furnished upon request. B. F.O.B. – All prices will be quoted F.O.B. Kingsport, Tennessee; delivery to City of Kingsport’s location shall be without additional charge. C. Indemnification – The City of Kingsport, its officers, agents, and employees shall be held harmless from liability from any claims, damages, and actions of any nature arising from the use of any service and/or materials furnished by the Proposer, provided that such liability is not attributable to negligence on the part of the using agency of failure of the using agency to use the materials in the manner outlined by the Proposer in descriptive literature or specifications submitted with the Proposal. The City will not indemnify the successful Proposer. D. Patent Liability – The successful Proposer, at his own expense, will defend any suit which may be brought against the City to the extent that it is based on a claim that the goods furnished through a contract/agreement infringes a United States patent, and in any such suit will pay those costs and damages which are attributable to such claims and finally awarded against the City. E. Limitation of Remedies – Any remedies in the Proposer’s Proposal, to include Agreement, License Product Agreement, Terms and Conditions, Literature, etc., that may be considered in agreement to waive the legal rights of the citizens of the City of Kingsport may be considered cause for rejection. F. All agreements related to the purchase and sale of any product pursuant to this bid document will include the following conditions: "Notwithstanding anything in this section to the contrary, any provision of provisions of this Section will not apply to the extent they are (it is) finally determined by a court of competent jurisdiction, including Appellate review if pursued, to violate the laws or Constitution of the State of Tennessee.” G. By submission of a signed Proposal, the Proposer certifies total compliance with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder. H. All contracts or purchase orders issued for this award will be governed by the laws of the State of Tennessee. Arbitration is not permitted and if a dispute arises between the parties concerning any aspect of the contract or purchase order and it cannot be resolved by mutual agreement, any party may resort to resolution of the dispute by litigation in the state or federal courts for Kingsport, Sullivan County, Tennessee. The parties waive their right to a jury trial. Mandatory and exclusive venue and jurisdiction for any disputes shall be in state or federal courts for Kingsport, Sullivan County, Tennessee. I. All contracts, purchase orders, and any documents or material obtained by the City may be subject to disclosure in whole or in part pursuant to the Tennessee Open Records Act set out in T.C.A. 10‐7‐503 et seq. without regard to any provision contained in the document declaring information confidential. 8. Property Damage A. Should the Contractor or his employees cause any damage to public or private property, the Contractor will be required to make repairs immediately. B. The City may elect to make repairs or replacements of damaged public or private property and deduct the cost of such from moneys due or to become due to the Contractor under this contract with the City. 9. Payment A. Contractor shall submit monthly billings for all fees incurred pursuant to this contract during the preceding month. Contractor shall advise the OWNER prior to exhausting authorized funds. The billings shall identify the nature of the work performed and the units of work performed. The statement shall show a summary of fees with accrual of the total and credits for portions paid previously. 10. Assignment A. Neither party to the contract shall assign the contract, or subcontract it as a whole, without the written consent of the other, nor shall the Contractor assign any monies due or to become due to him/her hereunder, without the previous written consent of the City. Section B ‐ Water Meter Install Scope / Specifications 1. Scope of Service A. Under this specification Installation Company shall supply all equipment and labor necessary to install approximately 10,000 5/8” or 1” water meters and associated technology for the City of Kingsport. The City of Kingsport Utilities Department will select areas for meter change‐out. While the primary function shall be to provide labor for the installation of meters, Installation Company will also provide project management, data integration services, a Field Service Software with a Utility Portal (with unlimited licenses to the Water Utility) allowing electronic data transfers to billing software, and full transparency of project progress as described herein. B. The City will supply new 5/8‐inch or 1‐inch Master Meter Allegro water meters to be installed. The new water meters will be stored until needed for installation at the City of Kingsport Utilities Department office building on Konnarock Road. C. Installation Company will supply water meter gaskets, tools, and supplies needed for change‐outs. D. Installation Company will coordinate work areas and schedule with Project Manager to eliminate issues with billing cycles. E. Installation Company will remove top register from existing meters removed from service, without damage, and return registers to the City of Kingsport Utilities Department. F. Installation Company shall provide data files imported weekly or as needed for billing in .CSV format as supplied by the City. G. Data to be collected by the Installation Company is included in Appendix C. In addition to this information, pictures including the location of the meter box in relation to the surrounding area and of the existing water meter beside the new water meter to be installed clearly showing the meter numbers, (Transponder) EID numbers, and readings for each address/meter location shall be included. H. Work may be performed during weekdays and weekends, rather than at night. Installation Company should plan work when there is a low expectation of customers using water. I. Notification via door hanger or letter shall be supplied to each customer at time of meter change out giving them contact information for Installation Company in case issues arise, including emergency contacts after normal working hours. J. Coordinate with the City of Kingsport Utilities Department immediately if leaks or breaks occur. K. If an existing water meter is turned off at time of change‐out, new water meter installed shall remain turned off after installation, note in Utility Portal. L. Installation Company will ensure each water meter installed is connected to City of Kingsport AMI system using the proper procedure. Installation Company will activate and verify each water meter’s connection to AMI system. Installation Company shall provide a list of all water meters that do not connect to the AMI system. M. Any Master Meter Allegro models found already installed shall be reported to the City of Kingsport and be left in place with no cost to the City. N. If there is an apparent leak when the Installation Company arrives at meter, note and report the apparent leak and an estimate of the amount of leak to the City of Kingsport and continue with installation of meter. O. Leaks on customer side between meter and house that were not apparent before meter installation will require a licensed plumber to be hired to repair line at leak location. The bid form includes an allowance to be used for repair of new leaks if there was no apparent negligence on the part of the contractor. The cost charged shall be determined by the plumber’s invoice plus 10% administration fee and must be approved by the Project Manager before repairs are made. 2. Technicians A. Installation Company shall employ competent, efficient employees skilled in the work assigned to them. Installation Company will provide the Water Utility with a list of names, photo identification, background checks, vehicle information and other required information for the employees performing work. B. Installation Company technicians will always display in a clear manner, photo identifications. Each photo identification shall have Installation Company and employee’s name. C. All Installation Company employees shall be neat and presentable always to present a professional appearance. All technicians shall have the same color uniforms including shirts, pants, and jackets. Installation Company logo shall be permanently attached to shirts and jackets. D. Installation Company vehicles used shall have company logos prominently displayed and shall have license plates registered with the Water Utility. Vehicles should also have a Kingsport City logo at least 18 inches x 24 inches in size temporarily installed while doing work under this contract. The City will send a digital file of the logo for the Installation Company’s use. E. All work shall be performed by competent, skilled personnel, to be conducted in accordance with good trade practices and all applicable codes. F. Installation Company shall be skilled in handling 5/8‐inch and 1‐inch water meters, both indoors and outdoors, including confined space meter vault. G. Installation Company shall be responsible for the proper care and protection of the work site, for all materials and articles delivered to the site where Installation Company will perform the work, until completion and final acceptance of the work. Installation Company shall exercise proper precautions and safety measures in performing the work, which shall be in accordance with all applicable laws, rules and regulations. Installation Company shall be responsible for the protection of all persons and/or property at the location in which the work will take place. H. Installation Company shall keep the work site free from unnecessary accumulations of waste materials. Upon the completion of all work, Installation Company installers will be instructed to remove all tools, equipment and surplus materials, as well as all rubbish and waste resulting from the work. Upon the completion of the work, the work area shall be left “broom clean” or its equivalent, to the reasonable satisfaction of the Water Utility. 3. Field Tools A. All Installation Company technicians shall be equipped with tablets/mobile devices that communicate through a cellular network providing a real time paperless solution in the field for every installation. B. Tablets/mobile devices with a mobile app shall be used for capturing before and after pictures, meter data, endpoint data, customer information, bar code data, and any other required information using the field service software mobile app. C. The mobile app shall provide the technicians to access all information including installers schedule, office calendar, existing meter and radio data, all account information, and material inventory. D. Installation Company technicians shall be equipped with all equipment and software required by Master Meter to program the radio endpoints. 4. Field Service Software A. The Field Service Software shall provide the capability to record, manage, store, retrieve, and access all relevant data for each customer location, including customer signatures. B. All account management shall be completed through the Field Service Software. All relevant customer account information and new product data collected after installation will be accessible by all Utility personnel, and project management through the Utility Portal. 5. Utility Portal A. Installation Company shall provide a cloud‐based Utility Portal by secure invitation only, for the Water Utility – with unlimited licenses ‐ to monitor in real time the complete installation process. B. Field Service Software mobile app utilized by the technicians shall be completely integrated with the Utility Portal to provide the Water Utility real‐time updates on the progress of installations. C. There shall be three statuses available on the Utility Portal for all users to quickly review the status of entire installation project: 1. Completed – Job Done 2. Incomplete – Jobs that cannot be completed 3. Validating – Job done awaiting data validation process D. Cycles – All account data shall be viewable by billing cycle or route as required by Water Utility. Key Performance Indicators (KPIs) and grid data shall also be displayed by route or cycle chosen by Water Utility. Billing files generated by the Utility Portal shall have the ability to be filtered by cycle/route. E. The Utility Portal shall have built in search/filter capabilities to provide a status of each individual account. The Utility Portal shall be able to filter account statuses by day, week, month, etc. to monitor the project. F. The Utility Portal shall provide a list of accounts that are incomplete and indicate the reasons why they cannot be completed. A weekly report of incomplete accounts will be reviewed with the Water Utility to ensure completion of meter replacement. G. Field technicians shall have the capability to enter the reason for an account being on hold through the mobile application of the field service software. H. When an installation is completed, an electronic work order will be created and added to the Utility Portal with old and new data, before and after pictures, and a customer signature. 6. Service Calls A. The Utility Portal shall have the ability to track all service calls required when adjustments need to be made to completed installations. Reasons for service calls shall include: 1. Leaks – Meter is leaking after complete installation 2. Backwards Meter – Meter installed backwards 3. Endpoint – Radio needs troubleshooting 4. Property Condition 5. Low Pressure was reported by customer 6. Mismatched Data 7. Meter box / lid 8. No Water – Water service not returned 9. Programming 10. Other B. All service calls, along with the reason for the service call shall be listed within the grid data. An electronic work order for each service call shall be generated, with associated pictures, and accessible through the grid data. All pictures shall be expandable by clicking on the image within the utility portal. C. The Utility Portal shall create a CSV file with all data to be exported to the Water Utility’s billing software, information to be included is shown in Appendix C. Installation Company shall work with the Water Utility billing staff to ensure the format of the export file from the Utility Portal is compatible with the billing software. This shall allow for the electronic transfer of all new meter data, collected in the field and uploaded to the Utility Portal, to the billing software. D. The Utility Portal shall provide a location for Water Utility access to project documents such as contracts, Invoices, prevailing wage payroll, and any other documents required by the Water Utility. 7. Inventory Management A. The Utility Portal provided by the Installer’s field service management software shall provide real‐time inventory management. The location of all devices being installed during project shall be tracked from storage to technician, and to complete installation. The Water Utility shall be provided the ability to access this information through the Utility Portal 24/7. B. The Utility Portal shall provide a view to the Water Utility of the product inventory throughout the project. Water meter and endpoint quantities shall be monitored by the Water Utility in real‐time through the Utility Portal. 8. Project Management A. Installation Company shall provide inventory management through the Field Service Software in conjunction with the Utility Portal. Field Technicians shall use bar code scanning technology to enter meter and radio endpoint data into the Field Service Software. As meters and endpoints are marked installed through the field technician’s mobile app, they shall be deducted from the inventory levels. B. Routing of all installation shall be coordinated with Water Utility to avoid interruption of billing cycles, schedules, and blackout dates. C. Installation Company shall always attempt to complete a full cycle or route prior to starting another one for efficiency and quality purposes. D. Video conferencing on tablets/mobile device shall be available to field technicians for onsite communication and troubleshooting to ensure quality. E. Regular project progress meetings shall be conducted by Installation Company with all project constituents to update everyone on project status. 9. Data Integration A. Installation Company shall be responsible for providing billing file to transfer all field data captured by the technicians, electronically to the Water Utility billing software. No manual data entry by Water Utility personnel will be required. B. Installation Company Utility Portal shall provide email notifications to the Water Utility indicating when the billing file is ready for upload to the billing system. All billing file data will be validated by Installation Company team and confirmed to be correct before notification is sent to Water Utility. C. Installation Company shall be responsible for uploading existing Water Utility customer file into the project Field Service Software. D. Electronic Work Orders shall be generated and displayed on the Utility Portal. All work orders shall contain existing account information from the Water Utility data base, new meter and endpoint data, before and after pictures, and any other pertinent account data. Electronic Work Orders shall be available on Utility Portal for an agreed upon period after project completion. 10. Quality Assurance A. Installation Company shall provide a data validation team responsible for confirming information from the Water Utility data base matches the information field technician finds on location. This shall be accomplished by a data validation team comparing data in field pictures to the data entered by the field technician. B. Installation Company shall be responsible for confirming AMI endpoints successfully communicate back to the head end of the AMI system. C. Installation Company shall conduct mandatory monthly workshops incorporating revised safety procedures, municipality updates, reinforcing Occupational Safety Health Administrative (OSHA) standards in the field and confined space rules and regulations. D. Field Technician shall spend 40 hours in the field and home office including the call center to be crossed trained in all functional areas of the business. E. Field Supervisors shall have 30 hours of Occupational Safety Health Administration (OSHA) training and 8 hours specifically in confined space entry training. F. Field technicians shall have minimally 10 hours of Occupational Safety Health Administration (OSHA) training and 8 hours specifically in confined space entry training. G. To assure quality, Installation Company shall randomly call customers and conduct field inspections on completed installations. 11. Removal and Disposal of Water Meters A. Installation Company will remove top register from existing meters removed from service, without damage, and return registers to the City of Kingsport Utilities Department. B. All additional materials removed shall be disposed of in accordance with all applicable laws and regulations and in a manner approved of by the City. 12. Timing of Services A. CONTRACTOR must commence work within 7 calendar days of Notice to Proceed and complete all work associated with this project within 180 calendar days of Notice to Proceed. 13. Compensation for Services A. Compensation shall be made to CONTRACTOR for services rendered in this proposal for water meter installation and services in accordance with the costs detailed and approved by OWNER in Appendix A for the water meter listing to be provided by OWNER. 14. Billing A. CONTRACTOR shall submit monthly billings for all fees incurred pursuant to this contract during the preceding month. CONTRACTOR shall advise the OWNER prior to exhausting authorized funds. The billings shall identify the nature of the work performed and the units of work performed. The statement shall show a summary of fees with accrual of the total and credits for portions paid previously. 15. Liability A. CONTRACTOR shall be responsible for all damages to private or public property that is a result of water leak issues, traffic control issues or any other action directly attributed to the installation of water meters as part of this project. CONTRACTOR shall be responsible for any violations of laws, regulations or permits and shall indemnify and hold the City harmless for any and all damages, including but not limited to, fines and penalties that arise from such violations. This Page Intentionally Left Blank Appendix A Bid Proposal Form Water Meter Installation Note: The bid items listed above include all support items listed in Section B.1. Scope of Service COMPANY: _______________________________________________________ ADDRESS: _______________________________________________________ _______________________________________________________ TELEPHONE: _______________________________________________________ EMAIL: _______________________________________________________ AUTHORIZED SIGNATURE: _______________________________________________________ PRINT NAME: _______________________________________________________ DATE: _______________________________________________________ THIS BID PROPOSAL FORM MUST BE SIGNED TO BE VALID. BID ITEM QUANTITY UNITS UNIT PRICE ($/UNIT/DAY) TOTAL BID ITEM PRICE ($) 5/8” or 1” WATER METER, INSTALLED 10,000 EACH ALLOWANCE FOR PRIVATE SIDE REPAIRS (Required to be included in bid proposal) $10,000 $10,000 TOTAL PROPOSAL PRICE This Page Intentionally Left Blank COMPLIANCE AFFIDAVIT(S) (TOTAL OF 2 PAGES) THIS COMPLIANCE AFFIDAVIT MUST BE SIGNED, NOTARIZED AND INCLUDED WITH ALL BIDS – FAILURE TO INCLUDE THIS FORM WITH THE BID SUBMITTED SHALL DISQUALIFY THE BID FROM BEING CONSIDERED. VENDOR: CONFLICT OF INTEREST: 1. No Board Member or officer of the City of Kingsport or other person whose duty it is to vote for, let out, overlook or in any manner superintend any of the work for the City of Kingsport has a direct interest in the award of the vendor providing goods or services. 2. No employee, officer or agent of the grantee or sub-grantee will participate in selection, or in the award or administration of an award supported by Federal funds if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when the employee, officer or agent, any member of their immediate family, his or her partner, or an organization, which employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. 3. The grantee’s or sub-grantees officers, employees or agents will neither solicit nor accept gratuities, favors or anything of monetary value from vendors, potential vendors, or parties to sub-agreements. 4. Do you or any officers/part-owners/stake-holders/employees of this company have any relative(s) (relatives include spouse, children, stepchildren or any to whom you are related by blood or marriage) that are currently employed by the City of Kingsport, Tennessee, including the Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or the Kingsport Board of Education? _____Yes ______No If you answered yes please state the name and relationship of the employee or member of the Kingsport Board of Mayor and Aldermen or Kingsport Board of Education member ____________________________________________________________________ 5. Are you or any officers/part-owners/stake-holders/employees of this company also employees of the City of Kingsport, including the Kingsport City School System or serve on the Kingsport Board of Mayor and Aldermen or Kingsport Board of Education? _______Yes ______No If you answered yes please state the name of the employee or board member ____________________________________________________ 6. By submission of this form, the vendor is certifying that no conflicts of interest exist. DRUG FREE WORKPLACE REQUIREMENTS: 7. Private employers with five or more employees desiring to contract for construction services attest that they have a drug free workplace program in effect in accordance with TCA 50-9-112. ELIGIBILITY: 8. The vendor is eligible for employment on public contracts because no convictions or guilty pleas or pleas of nolo contender to violations of the Sherman Anti-Trust Act, mail fraud or state criminal violations with an award from the State of Tennessee or any political subdivision thereof have occurred. GENERAL: 9. Vendor fully understands the preparation and contents of the attached offer and of all pertinent circumstances respecting such offer. 10. Such offer is genuine and is not a collusive or sham offer. IRAN DIVESTMENT ACT: 11. Concerning the Iran Divestment Act ( TCA 12-12-101 et seq.), by submission of this bid/quote/proposal, each vendor and each person signing on behalf of any vendor certifies, and morelock Typewritten Text APPENDIX B morelock Typewritten Text morelock Typewritten Text morelock Typewritten Text morelock Typewritten Text in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each vendor is not on the list created pursuant to § 12-12-106. NON-COLLUSION: 12. Neither the said vendor nor any of its officers, partners, owners, agents, representatives, employees or parties interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other responder, firm, or person to submit a collusive or sham offer in connection with the award or agreement for which the attached offer has been submitted or to refrain from making an offer in connection with such award or agreement ,or collusion or communication or conference with any other firm, or, to fix any overhead, profit, or cost element of the offer price or the offer price of any other firm, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Kingsport or any person interested in the proposed award or agreement. 13. The price or prices quoted in the attached offer are fair, proper and not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the firm or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. BACKGROUND CHECK REQUIREMENT FOR SCHOOL SYSTEM SUPPLIERS: 14. In submitting this bid/quote/proposal, you are certifying that you are aware of the requirements imposed by TCA § 49-5-413 (d) to conduct criminal background checks through the Tennessee Bureau of Investigation and the Federal Bureau of Investigation on yourself and any of your employees who may come in direct contact with students or who may come on or about school property anytime students are present. You are further certifying that at no time will you ever permit any individual who has committed a sexual offense or who is a registered sex offender to come in direct contact with children or to come on or about school property while students are present. NON-BOYCOTT OF ISRAEL AFFIDAVIT 15. Concerning the Non-Boycott of Israel Act (TCA 12-4-1 et seq.), by submission of this bid/quote/proposal, each supplier and each person signing on behalf of any supplier certifies, and in the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to § 12-4-1 and will not during the term of any award. Note: Applicable only to contracts of $250,000 or more and to suppliers with 10 or more employees. The undersigned hereby acknowledges and verifies that the response submitted to this solicitation is in full compliance with the applicable laws/listed requirements. The undersigned also declares under penalty of perjury under the laws of the State of Tennessee that the foregoing is true and correct. SIGNED BY: PRINTED NAME: TITLE: SUBSCRIBED AND SWORN TO BEFORE ME THIS DATE: BY (NOTARY PUBLIC): MY COMMISION EXPIRES ON: Appendix C Data to be included in transfer per B.1.F and B.6.C Location ID Service Service Sequence Old Meter Change Date Old Transponder Old Reading 93 WA 0 125692 1/4/2022 5715550 3291 54922 WA 0 125693 1/4/2022 5138347 1650 99 WA 0 115036 1/4/2022 5718516 5031 67521 WA 0 125697 1/4/2022 5208234 11198 123 WA 0 125688 1/4/2022 5684073 9068 209 WA 0 104666 1/4/2022 5161846 893 193 WA 0 125776 1/4/2022 5151205 9998 197 WA 0 125751 1/4/2022 5717112 101 67863 WA 0 125777 1/4/2022 5683842 2353 201 WA 0 121653 1/4/2022 5151240 3388 New Meter New Transponder New Reading Latitude Longitude Size Size Code 212314664 2136533 0 36.543844 ‐82.555388 0.625 1 212314662 2138017 0 36.549183 ‐82.553115 0.625 1 212314663 2539270 0 36.557096 ‐82.547886 0.625 1 212314661 2145440 0 36.548565 ‐82.550941 0.625 1 212314660 2145418 0 36.541613 ‐82.555929 0.625 1 212314685 2141560 0 36.545588 ‐82.559256 0.625 1 212314736 2140170 0 36.546092 ‐82.560103 0.625 1 212314731 2141572 0 36.546035 ‐82.560068 0.625 1 212314737 2141168 0 36.54607 ‐82.560133 0.625 1 212314730 2539265 0 36.546106 ‐82.560155 0.625 1 Model Model Code Type Style Transmitter Type AS400 Transmitter 4G ‐ Fixed Base M Allegro ALLG FN FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN 4G ‐ Fixed Base M Allegro ALLG FN