Town of Vivian RFP to Purchase Water Meters and Drive By Read AMR (Vivian)

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1. Register by clicking "Start a Response" and following the directions.

2. Download and review all RFP Documents.

3. Complete all required submission documents and file your proposal electronially on this platform using the "Recipients Will Drag & Drop Files Here" function. 

The Town of Vivian is seeking to purchase and have installed water meters with drive by read technology.  Product and price proposals will be submitted electronically only at:  

         https://lamats.eauctionservices.com - ra.easibuy.com/events/2545  

and are due by 2:00 p.m. on April 25, 2024. Proposers must register online and submit their proposals electronically. The town will not accept bids by hand, by mail or by email.  After proposals are submitted, the town will evaluate the proposals and will confirm the water meter brand/model with drive by read that best fits its needs, considering the quality of product offered, the warranties and the price. The town reserves the right to cancel this solicitation at any time or to reject all offerings.

BACKGROUND:   The meter and reading equipment and software specifications sought are part of an extremely critical metering system.  Areas of concern to be evaluated in the selection process include, but are not limited to, ease of installation, operational features and benefits, readability, future system maintenance expense and future system expandability. A design, which reflects longevity of proper operation in all elements and high degree of sustained accuracy within the entire range of the meter assembly, is to be considered mandatory. Enhanced accuracy levels and performance are desired and will not be compromised. 

SCOPE OF WORK:   The Town issues this RFP to procure a system capable of meeting the current and future meter reading needs within its service area. The scope of work involves, but is not limited to, providing and installing the system which includes software, hardware, and back up reading equipment. All necessary training and installation support shall also be provided. The system must have the capability to improve meter reading efficiency, increase meter reader safety, and provide data that facilitates resolution of customer bill complaints, water conservation initiatives, and distribution system management efforts. 

QUALIFICATIONS OF RESPONDENTS: To demonstrate a respondent's qualifications to perform the work, a respondent shall submit written evidence such as financial data, previous experience, present commitments and confirmation of such data as stated below:

A. Documentation that the proposed water meters are assembled/manufactured in the United States.   The buyer reserves the right to reject any meter, electronic components or software manufactured, assembled or developed in a country that is on any federal list of disqualified products, components or system design, or which may be excluded under Louisiana law at the discretion of the buyer.     

B. Meter endpoints must operate on a known, dependable Cellular Network and have back-up drive by reading capability with automatic switchover. 

C. The Respondent shall be the licensed, authorized distributor of the meter manufacturer must have a team of Product Specialists dedicated to the meter manufacturer.

D. The licensed authorized distributor must also be a licensed contractor in the State of Louisiana.

E. Bidder must have an on-staff, in-state, factory trained Product Specialist who can service the buyers metering system needs. 

COMPETITIVE PRICING:  Although pricing is not the determining factor of acceptance of a proposal, a proposer's initial price proposed shall be the most favorable manufacturer government pricing available with written assurance that said pricing is offered by the manufacturer to a broad spectrum of local governments on a discounted basis.  The Town reserves the right, thereafter, to seek best and final price offerings, if available, through negotiation or a reverse auction process. 

WARRANTY: All equipment, accessories, and component parts shall be guaranteed by the respondent to be free of defects in workmanship and design and to operate as specified and intended. The manufacturer’s standard warranty or a minimum one year warranty, whichever is greater, shall be given to the buyer at time of acceptance. The effective date of the warranty shall be the date of acceptable delivery by the buyer. COPIES OF THE MANUFACTURER’S WARRANTY SHALL BE INCLUDED WITH EACH PROPOSAL. If, within the guarantee period, any defect or signs of deterioration are noted, which, in the opinion of the buyer, are due to faulty design and installation, workmanship, or materials, upon notification, the successful respondent, at their expense, shall repair or adjust the equipment or parts to correct the condition, or they shall replace the part or entire unit to the complete satisfaction of the buyer. These repairs, replacements or adjustments shall be made only at such time as will be designated by the buyer as least detrimental to the operation of the business. Any part which fails to meet the warranty shall be replaced free of charge for materials, labor, handling, or shipping charges.

FEDERAL AND STATE LAWS: All items (equipment, products, accessories, and services) supplied by the respondent shall comply with all Federal and State standards, applicable and effective on the date of acceptance. All items must meet or exceed all existing Federal, State, and Local health, safety, lighting, emissions, and noise standards.

SERVICE MANUALS: The successful respondent shall supply the buyer with two copies of the operation and service manual. 

TITLE PAPERS: All title papers shall be made out to the buyer and delivered to the Executive Director or his authorized representative. 

SERVICE: Respondents shall list the name and address of the nearest authorized factory service location. Respondents must provide service phone number and describe the hours of duty as well as procedures for service. 

EQUIPMENT SPECIFICATIONS: Proposed equipment must meet the specifications and guidelines as stated in the Pricing Form. 

ONGOING SERVICE REQUIREMENTS: Proposed Respondent must provide a detailed service plan for the ongoing solution. Service plan must detail plans for providing service & technical support and meter inventory over the product usage period. Respondent must list the proximity of the nearest location to the buyer and name the factory trained professionals to provide technical support and state if this person is part of the Proposer’s staff or an outside or factory provided person.

CONTRACT BETWEEN THE PARTIES:  A proposal, if accepted and unless amended in writing, shall become binding on the proposer.  The town reserves the right to negotiate additional terms and conditions of any proposal after submittal, which, when reduced to writing, shall be included in any agreement to purchase.  

PROVEN SYSTEM: The proposed manufacturer of AMR/AMI systems and water meters must have a minimum of fifteen years experience with AMR/AMI projects and must have no less than five hundred (500) AMR/AMI completed systems currently deployed in the United States of America. The proposed manufacturer must have in excess of 2,000,000 water endpoint transmitters currently deployed and in operation in the United States of America. The goal of this project is to provide equipment, installation and project management for a FirstNet Cellular Network Automated Meter Reading System / for the Owner that fully meets the product specifications contained within this document. 

EVALUATION CRITERIA: 

Quality of RFP Response, References & Ability to Understand All Terms and Conditions--20%

Ability to Meet Specifications as Written Including Product Quality and Delivery Schedules--20%

Coverage, Terms and Conditions of Warranties--10%

Service, Support and Training -- 10%

Competitive price offered is in line with pricing offered by the manufacturer to other municipal governments with reasonable payment schedules to commence manufacture, for delivery and for installation -- 40% 

(Additional Competitive Price and Installation Timeframe points may be awarded during negotiations-up to 25-as Best & Final Offers.) 

(Point Deductions may occur during negotiations due to inaccuracies presented in a proposal)

SIGNATURE OF COMPANY REPRESENTATIVE:  A proposal must be signed by a company representative duly qualified to bind the company to pricing offered without increase, and to all offerings made in the proposal.  The signature shall be in affidavit form, duly witnessed and notarized. 

INSTALLATION SERVICES:  Where required, installation services as defined and as to be provided by the seller in the proposal shall be completed entirely by personnel hired by the seller, who shall not be considered employees of the town.  The seller shall ensure that all services providers are properly covered by worker's compensation, that the town is qualified as statutory employer for purposes of workers compensation, that personnel are properly licensed where required for the services performed.  No installation services provided shall constitute a public works contract and no lien shall attach to any product, components or software purchased. 

PAYMENT and DELIVERY SCHEDULES:  The awarded supplier/contractor must propose its desired payment schedule for purposes of negotiations only. Delivery Schedules must be reasonable and within acceptable timeframes to meet the needs of the town.  All delivery and completion deadlines shall be contractual and not mere estimates, and may be subject to penalties, late fees or other contractual damages. 

A proposer must adequately describe its standard installation services to be provided and must adequately list the conditions which will increase the installation cost over and above standard installation charge(s).   During any contract negotiations the proposer may be required to conduct additional site inspections to specifically list the additional installation charges which will be incurred by the Town if the proposer is hired.  Louisiana licensed contractors and subcontractors are required for installation services where the services will exceed $50,000.00. 

Each proposal must accurately, and in good faith, provide the product delivery lead times and installation completion dates.  The Town reserves the right to require performance bonds and provide for delay damages to ensure delivery and completion of installation. 

QUESTIONS RELATED TO ELECTRONIC SUBMISSION:  Should be directed to Paul Holmes, Electronic Administrator, paul@lamats.net.

QUESTIONS RELATED TO THE WATER METER NEEDS OF THE TOWN:  Must be directed to Mayor Festavan, Town of Vivian, LA.  All questions must be by email to mayor@townofvivian.us and answers will be posted online through this portal. 

A proposer must adequately describe its standard installation services to be provided and must adequately list the conditions which will increase the installation cost over and above standard installation charge(s).   During any contract negotiations the proposer may be required to conduct additional site inspections to specifically list the additional installation charges which will be incurred by the Town if the proposer is hired.  Louisiana licensed contractors and subcontractors are required for installation services where the services will exceed $50,000.00. 

Each proposal must accurately, and in good faith, provide the product delivery lead times and installation completion dates.  The Town reserves the right to require performance bonds and provide for delay damages to ensure delivery and completion of installation. 

1.ADDENDUM #1 addresses quotes for product only and is posted in Attachments.

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