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HomeMy WebLinkAbout3955 Resolution - Meter Reading Services PSARESOLUTION NO. 3955 A RESOLUTION OF THE CITY OF PASCO, APPROVING A FIVE- YEAR PROFESSIONAL SERVICES AGREEMENT WITH COLUMBIA METER READING, INC. FOR METER READING SERVICES WHEREAS, the City has effectively utilized Columbia Meter Reading, Inc. services for reading the City's water meters for over 19 years; and WHEREAS, Columbia Meter Reading, Inc. has extensive knowledge of the City and of the location of over 21,000 water meters; and WHEREAS, Columbia Meter Reading, Inc. has demonstrated a history of high performance (with an accuracy rate of 99.9%) and assistance in early detection of infrastructure issues. WHEREAS, through their efficient, accurate, and diligent service, Columbia Meter Reading, Inc. have provided exceptional service to the City and its residents; and WHEREAS, it is functionally necessary to continue services with Columbia Meter Reading, Inc. because they are the sole provider of the services within the area that meet the specialized needs of the City, as well as their extensive knowledge of the meter locations across the City. WHEREAS, based on continued growth in the City, the ever-expanding service area, and in consultation with the Finance Director, and considering the experience/level of service that Columbia Meter Reading, Inc. is currently providing, Staff recommends a five-year Professional Services Agreement (Exhibit A) with Columbia Meter Reading, Inc. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON: Section 1. That the City of Pasco acquire meter reading services from Columbia Meter Reading, Inc. as described in Exhibit A attached hereto. Resolution: PSA — Meter Reading - 1 PASSED by the City Council of the City of Pasco, Washington this 201h day of April, 2020. Saul Martinez Mayor ATTEST: Debra Barham, CMC City Clerk Resolution: PSA — Meter Reading - 2 APPROVED AS TO FORM: Kerr F son Law, PLLC Ci ttorney EXHIBIT A PROFESSIONAL SERVICES AGREEMENT METER READING SERVICES THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and Columbia Meter Reading Inc., hereinafter referred to as "Consultant," on the day of 92020. RECITALS WHEREAS, the City desires to have certain services and/or tasks performed as set forth below requiring specialized skills, training, equipment, and other supportive capabilities; and WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills, experience, equipment, and necessary capabilities, including: technical and professional expertise, when required, to perform the services and/or tasks as set forth in this Agreement upon which the City is relying. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scone of Services. The Consultant shall perform such services and accomplish such tasks, including the furnishing of all labor, materials, facilities and equipment necessary for full performance thereof, as identified and designated as Consultant's Responsibilities throughout this Agreement, and as more particularly described in Scope of Work detailed in Exhibit A, attached hereto and incorporated herein (the "Project"). 2. Term. The Term of this contract will be five (5) years from the execution date. Upon mutual written agreement of both parties, this contract can be extended for two (2) additional years. 3. Compensation and Payment. 3.1 Payment for services provided hereunder shall be made following the performance of such services. 3.2 No payment shall be made for any services rendered by the Consultant except for services identified and set forth in this Agreement except as may be authorized by a written supplemental agreement approved by the City. 3.3 The City shall pay the Consultant for work performed under this Agreement upon timely submitted invoices detailing work performed and expenses for which reimbursement is sought. The City shall approve all invoices before payment is issued. Payment shall occur within ten (10) days of receipt and approval of an invoice. Page I of 15 Page 19 of 67 3.4 The City shall pay the Consultant for all work performed and expenses incurred under this Agreement, as follows. ® Other: See Exhibit B for fee schedule 4. Reports and Inspections. 4.1 The Consultant at such times and in such forms as the City may require, shall furnish to the City such statements, records, studies, surveys, reports, data, and information as the City may request pertaining to matters covered by this Agreement. 4.2 The Consultant shall, at any time during normal business hours and as often as the City or the Washington State Auditor may reasonably deem necessary, make available for examination all of its records and data with respect to all matters covered, directly or indirectly, by this Agreement and shall permit the City, or its designated authorized representative to audit and inspect other data relating to all matters covered by this Agreement. The City shall receive a copy of all audit reports made by the agency or firm as to the Consultant's activities. The City may, at its discretion, conduct an audit at its expense, using its own or outside auditors, of the Consultant's activities which relate, directly or indirectly, to this Agreement. Consultant shall be provided a copy of such reports. 4.3 The Consultant, during the term of this Agreement, shall obtain all permits and registration documents necessary for the performance of its work and for the execution of services at its own expense, and shall maintain its validity. Upon request, the Consultant shall deliver to the City copies of these licenses, registration documents, and permits or proof of their issuance or renewal. 4.4 Consultant shall maintain books, records and documents, which sufficiently and properly reflect all direct and indirect costs related to the performance of this Agreement, and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Consultant shall retain all books, records, documents or other material relevant to this Agreement for three (3) years after its expiration. Consultant agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 5. Ownership and Use of Documents. 5.1 All research, tests, surveys, preliminary data, information, drawings and documents made, collected, or prepared by the Consultant for performing the services subject to this Agreement, as well as any final product, collectively referred to as "work Page 2 of 15 Page 20 of 67 product," shall be deemed as the exclusive property of the City, including copyright as secured thereon. Consultant may not use them except in connection with the performance of the services under this Agreement or with the prior written consent of the City. Any prior copyrighted materials owned by the Consultant and utilized in the performance of the services under this Agreement, or embedded in with the materials, products and services provided thereunder, shall remain the property of the Consultant subject to a license granted to the City for their continued use of the products and services provided under this Agreement. Any work product used by the Consultant in the performance of these services which it deems as "confidential," "proprietary," or a "trade secret" shall be conspicuously designated as such. 5.2 In the event of Consultant's default, or in the event that this Agreement is terminated prior to its completion, the work product of the Consultant, along with a summary of the services performed to date of default or termination, shall become the property of the City, and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of services provided shall be prepared at no additional cost, if the Agreement is terminated through default by the Consultant. If the Agreement is terminated through convenience by the City, the City agrees to pay Consultant for the preparation of the summary of services provided. 6. Public Records. 6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW "Public Records Act." All preliminary drafts or notes prepared or gathered by the Consultant, and recommendations of the Consultant are exempt prior to the acceptance by the City or public citation by the City in connection with City action. 6.2 If the Consultant becomes a custodian of public records of the City and request for such records is received by the City, the Consultant shall respond to the request by the City for such records within five (5) business days by either providing the records, or by identifying in writing the additional time necessary to provide the records with a description of the reasons why additional time is needed. Such additional time shall not exceed twenty (20) business days unless extraordinary good cause is shown. 6.3 In the event the City receives a public records request for protected work product of the Consultant within its possession, the City shall, prior to the release of any protected work product or as a result of a public records request or subpoena, provide Consultant at least ten (10) business days prior written notice of the pending release and to reasonably cooperate with any legal action which may be initiated by the Consultant to enjoin or otherwise prevent such release. 7. Independent Contractor Relationship. Page 3 of 15 Page 21 of 67 7.1 The parties intend that an independent contractor relationship is created by this Agreement. The City is interested primarily in the results to be achieved; subject to the scope of services and the specific requirements of this Agreement, the implementation of services will lie solely with the discretion of the Consultant. No agent, employee, officer or representative of the Consultant shall be deemed to be an employee, agent, officer, or representative of the City for any purpose, and the employees of the Consultant are not entitled to any of the benefits or privileges the City provides for its employees. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, officers, subcontractors or representatives during the performance of this Agreement. 7.2 In the performance of the services provided in this Agreement, Consultant is an independent contractor with full authority to control and direct the performance of the details of the work, however, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City's general rights of inspection and review to secure the satisfactory completion thereof. 7.3 The Consultant shall comply with all State and Federal laws including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 7.4 Contractor expressly agrees that in the performance of work hereunder compliance will be had with the applicable provisions of the Fair Labor Standards Act of 1938 as amended, and with all valid regulations having applications thereto. 7.5 The Contractor assumes sole responsibility for the payment of all contributions, payroll taxes or assessments, state or federal, as to all employees engaged in the performance of work hereunder, and further agrees to meet all requirements that may be specified under regulations of administrative officials or bodies charged with enforcement of any state or federal act, upon the subject referred to. 7.6 The Contractor assumes and agrees to pay any and all gross receipts, compensation, use, transaction, sale, or other taxes or assessments of whatever nature or kind levied or assessed as a consequence of the work to be performed or on the compensation to be paid hereunder. 7.7 The City may, at its sole discretion, require the Consultant to remove any employee, agent or servant from employment on this Project who, in the City's sole discretion, may be detrimental to the City's interest. Page 4 of 15 Page 22 of 67 8. Indemnification. 8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers, officials, agents, employees, and volunteers from any and all claims and causes of action, including, but not limited to, actions of law or administrative proceedings for all injuries to persons or damages to property, and all losses, damages, demands, suits, judgments, including attorney fees, arising out of, or as a result of, or in connection with the work performed under this Agreement, and caused or occasioned in whole or in part by reason of errors, negligent acts or omissions of the Consultant or its subcontractors in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City, its officers, employees, agents, and volunteers. 8.2 Should a Court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injuries or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, employees, agents and volunteers, the Consultant's liability and obligation to defend hereunder shall only be the proportionate extent of the Consultant's negligence. 8.3 It is further agreed that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. 8.4 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.5 This indemnification shall include damages, penalties and attorney fees sustained as a result of Consultant's delayed or failed performance of Section 6 above. 8.6 This waiver has been mutually negotiated by the parties, and the provisions of this section shall survive the expiration or termination of this Agreement. 9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, or subcontractors. 9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types described below: 9.l .1 Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. Page 5 of 15 Page 23 of 67 9.1.2 Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 9.1.3 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 9.1.4 Professional Liability insurance appropriate to the Consultant's profession. 9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 9.2.1 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 9.2.2 Commercial General Liability insurance shall be written with limits no less than: ® $1,000,000 each occurrence; ® $2,000,000 general aggregate; or 9.2.3 Professional Liability insurance shall be written with limits no less than: ® $1,000,000 per claim; ® $1,000,000 policy aggregate limit; or 9.2.4 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 9.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability, and Commercial General Liability insurance: 9.3.1 The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 9.3.2 The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. Page 6 of 15 Page 24 of 67 9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. 9.5 Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including, but not necessarily limited to, the additional insured endorsement evidencing the insurance requirements of the Consultant before commencement of the work. 9.6 Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall famish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor. 10. Nondiscrimination. In the performance of this Agreement, the Consultant will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Consultant shall ensure that applicants are employed, and that employees are treated during employment in the performance of this Agreement without discrimination because of their race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap. Consultant shall take such action with respect to this Agreement as may be required to ensure full compliance with local, State and Federal laws prohibiting discrimination in employment. 11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed nor retained any company, firm, or person, other than a bona fide employee working exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to pay any company, person or firm, other than a bona fide employee working exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to terminate this Agreement. 12. Assignment and Subcontracting. 12.1 The City has awarded this Agreement to the Consultant due to its unique qualifications to perform these services. The Consultant shall not assign (or subcontract other than as specifically identified in Exhibit A) its performance under this Agreement or any portions of this Agreement without the prior written consent of the City, which consent must be sought at least thirty (30) days prior to the date of any proposed assignment. 12.2 Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement including Section 6, Public Records; Section 10, Page 7 of 15 Page 25 of 67 13. 14. 15. Nondiscrimination; proper bidding procedures where applicable; and all local, State and Federal statutes, ordinances and guidelines. 12.3 Any technical or professional service subcontract not listed in this Agreement, must have prior written approval by the City. Termination. 13.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other party no less than ninety (90) days written notice in advance of the effective date of such termination. 13.2 Termination for Cause. If the Consultant fails to perform in the manner called for in this Agreement, or if the Consultant fails to comply with any other provisions of this Agreement and fails to correct such noncompliance within thirty (30) days of written notice thereof, the City may terminate this Agreement for cause. Termination shall be effected by serving a notice of termination on the Consultant setting forth the manner in which the Consultant is in default. The Consultant will only be paid for services and expenses complying with the terms of this Agreement, incurred prior to termination. General Provisions. 14.1 For the purpose of this Agreement, time is of the essence. 14.2 Notice. Notice provided for in this Agreement shall be sent by: 14.2.1 Personal service upon the Project Administrators; or 14.2.2 Certified mail to the physical address of the parties, or by electronic transmission to the e-mail addresses designated for the parties below. 14.3 The Project Administrator for the purpose of this Agreement shall be: 14.3.1 For the City: Stephanie Brock, or his/her designee Customer Service/Utility Billing Division Manager 525 North 3`d PO Box 293 Pasco WA 99301 brocksApasco-wa.gov 14.3.2 For the Consultant: , or his/her designee Dispute Resolution. Page 8 of 15 Page 26 of 67 15.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the other. 16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 17. Integration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 18. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Consultant respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above. CITY OF PASCO, WASHINGTON CONSULTANT Dave Zabell, City Manager ATTEST: Debra Barham, City Clerk APPROVED AS TO FORM: Kerr Ferguson Law, PLLC, City Attorney CONSULTANT, POSITION Columbia Meter Reading Inc. Page 9 of 15 Page 27 of 67 EXHIBIT A SCOPE OF WORK 1. SCOPE OF WORK 1.1 The Contractor shall read or cause to be read all meters measuring the flow of water from the City water transmission system in accordance with written schedules and maps supplied by the City. 1.2 Such schedules will provide for the reading of water meters from specified areas or parts thereof within the City's water system at regular intervals. Such schedules may be suspended or revised by the City if, in its sole discretion, such action is required. 1.3 The reading of water meters shall consist of, accessing the water meter, raising or lifting the lid of the meter box (small metal flap), raising the small metal cover -plate on the meter, wiping any dust or dirt accumulated since the prior reading, reading the numerical readout on the meter, record the reading into the electronic handheld device or writing down the reading for future input into electronic handheld device, replacing the small metal cover -plate on the meter and closing the meter box lid. In most instances the contractor will be required to bend down and in some cases get down on their hands and knees to read a meter. 1.4 There will be a few meters were the contractor will be required to lift a heavy lid and climb down into a vault to obtain a reading. A vault is a confined space in which all applicable safety regulations must be followed. 1.5 At the City's discretion, the contractor will also be required to replace broken meter box lids when found during the routine reading of a route. The Contractor will carry a small inventory of new meter box lids, provided by the City, to replace damaged lids. 1.6 The contractor shall provide testing of the air in confined vault spaces for the breathing safety of the reader. 7 All daily reading and other assignments shall originate and be dispatched from the Finance Department at Pasco City Hall located at 525 N. Yd Ave., Pasco, Washington. 1.8 When reading meters, the Contractor shall check for and record obvious meter malfunctions and damages to the meter or the meter box or lid and report same to the City. 1.9 If the Contractor deviates from the reading schedules provided by the City without prior approval (not having readings completed as scheduled) the City has the right to impose a penalty (see PENALTIES). Page 10 of 15 Page 28 of 67 1.10 If the percentage of unread meters, excluding defective meters, is over 3% per book the City has the right to impose a penalty (see PENALTIES). 11 In addition to meter reading, the Contractor shall perform water meter turn -ons and turn-offs at the direction of the City and shall be responsible for emergency turn - on and turn-off services. The Contractor shall be available on a 24 hour basis, seven days a week, for such service. For after hours and emergency turn -ons and turn-offs. "After hours" means a turn -on or turn-off assigned to/or received by the contractor after 5:00 p.m. and before 8:00 a.m. the following day. 12 It is against City Ordinance for any unauthorized person to turn -on or turn-off a water meter. Any costs associated with the repair or replacement resulting from a violation of that ordinance, plus a penalty fee, will be billed to the customer. 13 Contractor shall be compensated by the City at the rate shown in Exhibit B. The amount due the Contractor for services for the month shall be calculated from the 1 st to the last day of the month and paid to by the 10th of the following month. 2. PENALTIES. 2.1 The City has the right to impose a penalty for not having meter reading completed as scheduled, to be deducted from the next regular payment. 2.2 The City has the right to impose a penalty when the percentage of unread meters and/or reading errors exceeds 3% per book, to be deducted from the next regular payment. 2.3 The City has the right to impose a penalty in the event the Contractor cannot be reached and sends a public works employee to respond to a call. 3. PERSONNEL REQUIREMENTS. 3.1 The personnel used by the Contractor in connection with the services rendered hereunder shall be persons of good character. Moreover, such personnel must be dressed to distinctively indicate their status as personnel of the Contractor and the Contractor shall employ a standard uniform in the conduct of its business. A standard uniform may either have a patch sewn on clothing or a separate vest with the words 'METER READER' visible. 3.2 The Contractor shall provide a minimum of two persons to perform the work required in connection with the services to be rendered hereunder and shall have an adequate pool of reserve employees to fulfill the requirements specified herein within a reasonable amount of time. 3.3 The City reserves the right to disapprove the continued use of any employee of the Contractor when it comes to the attention of the City that the employee has acted Page 11 of 15 Page 29 of 67 contrary to the best interest of the City in the performance of the services to be rendered hereunder. Such employee shall be immediately removed from performance of the services hereunder by the Contractor upon its receipt of written notice of disapproval from the City. 4. VEHICLE AND EQUIPMENT REQUIREMENTS. 4.1 The Contractor shall supply at least two vehicles suitable for the services specified herein, and maintained in a condition acceptable to the city and identified with the words "WATER METER READER" (magnetic sign acceptable). The use of electric personal assistive mobility devices to obtain meter reads are specifically allowed, but not required. 4.2 The Contractor will provide a cellular telephone for immediate communication with the Finance Department at City Hall and which shall be in the possession of the employee(s) or the reserve employee who has the immediate responsibility for the performance of the service requirements provided hereunder. 4.3 All items of property provided to the Contractor by the City will remain the property of the City. The Contractor will be responsible for all property of the City delivered unto its custody until it is returned to the City. It shall provide or obtain written receipts therefore as required by the City Finance Manager. All property shall be returned in good working condition, normal wear and tear excepted. 4.4 The Contractor shall supply all tools necessary to perform the requirements of the contract. (See DAILY REQUIREMENTS.) 5. CONTRACTOR'S EXPENSES. 5.1 Costs and expenses incurred by the Contractor and/or its personnel in connection with the services rendered hereunder, except as may be specifically stated otherwise herein, shall be the sole cost and expense of the Contractor including, but not limited, to fuel costs, vehicle maintenance expenses, uniforms, wages and other employee benefits. 6. DAILY REQUIREMENTS. 6.1 Monday through Friday of each week, except in the case of a holiday, the Contractor shall report to the Utility Billing Manager, or designee, at approximately 9:00 a.m., 12:30 p.m. and 4:30 p.m., to be given a schedule of work, including delinquent turn offs, hangers, re -reads, other turn -ons and turn-offs, and reads, if any, as prepared by the City. 6.2 All work orders given to the Contractor must be completed and returned to the office at the next scheduled arrival. Any deviations from the schedule must be cleared through the Utility Billing Manager, or designee. Any work orders that are not Page 12 of 15 Page 30 of 67 completed in accordance for the schedule will not be compensated unless the deviation is approved by the Utility Billing Manager, or designee. 6.3 The Contractor shall be available to the by cellular phone or by telephone 24 hours a day for the assigning of emergency water service turn -ons and turn-offs. It shall be the responsibility of the Contractor to keep any answering service used informed of which employees are on call for emergency turn -ons and turn-offs. 6.4 Emergency turn -ons and turn-offs shall be performed expeditiously, within 30 minutes of assignment, to minimize any potential property damage. 6.5 Meter readings shall be performed within the schedule designated by the City but the actual hours worked by the Contractor in the performance of meter reading shall be at the Contractor's discretion, so long as the meter reading is performed within said schedule. 6.6 Monday through Friday, as previously specified, the Contractor or a specifically designated employee of the Contractor shall give to the Utility Billing Manager, or designee, all required records of water turn -ons and turn-offs and meter readings performed by the Contractor's personnel but not yet reported to the City. 6.7 The Contractor or its employees are not authorized to collect nor shall they collect any monies whatsoever from the City's utility customers for services performed or for payments on account. 6.8 Each employee of the Contractor must have the following meter reading equipment available to them at all times: a flat -head screwdriver; a key for large meters; a key for padlocks used for lock - offs; a water pump; a shovel; a pick; blue paint; and door hangers. 7. PERSONNEL TRAINING. 7.1 The Contractor shall insure that all employees are properly trained, to the City's satisfaction, in the methods by which meters are to be read and the results recorded, and to insure the meters are read accurately and without damage to City property in accordance with the schedules established by the City. 7.2 Contractor shall further ensure that all employees are trained as to the location of the City's water meters for readings and service turn -ons and turn-offs without damage to the meters or others property. 8. ACCURACY OF READINGS. Page 13 of 15 Page 31 of 67 8.1 The accuracy for each meter reading and the reporting thereof shall be the responsibility of the Contractor and/or its personnel. Re -reads requested by the City shall be without compensation to the Contractor if the original read was in error. If a meter is re -read and no error is found to have occurred the Contractor shall be compensated by the City at the rate shown in Exhibit B. 9. ACCESSIBILITY OF METERS. 9.1 It is acknowledged by both parties that the City's water meters can be obscured from vision by physical elements, water and/or other materials. It is the responsibility of the customer to keep the meter free from overgrown shrub growth and debris and to maintain the area around the meter to allow easy access for meter reading purposes. 9.2 If a meter is obscured from vision due to water or dirt in the meter box, the Contractor and/or its personnel shall be required to pump out the water or dig out the dirt and obtain a reading. If a meter is unable to be found, due to it being covered by substantial sand, dirt or other debris, then the meter reader shall have the responsibility of leaving a door hanger at the location and reporting such failure to find the meter and the reason therefore on their report sheet for follow-up action by the City and shall be paid at the regular meter reading rate. 9.3 If the meter reader cannot obtain a meter reading for safety reasons (i.e., a dangerous animal in the area), the reader shall try to obtain the residence's assistance, or leave a door hanger explaining when he/she will return to obtain a reading. If, upon returning, the animal is still loose and a reading cannot be obtained, the reader will leave another door hanger notifying the customer the reading will be estimated. The reader must keep a log of the addresses that have been left a hanger, the date it was left, and the reason the hanger was needed. The log should be turned into the Finance Department along with the readings for that particular route and the contractor shall be paid at the regular meter reading rate. 10. INCLEMENT WEATHER/SUSPENSION OF METER READING SERVICES. 10.1 Parties recognize that snow or extreme cold or other weather conditions may substantially affect the accessibility of City water meters and their susceptibility to damage from the cold if a reading is attempted. The City, in its sole discretion, shall have the authority to suspend meter reading for such periods of time deemed appropriate and reasonably necessary. Page 14 of 15 Page 32 of 67 v CD w CA) 0 rn 4 EXHIBIT B COLUMBIA METER READING, INC COMPENSATION The City agrees to pay the contractor at the following rates: COMPENSATION: There shall be a $100.00/day penalty for not having meter reading completed as scheduled. There shall be a $100.00 penalty per every 1% when the percentage of unread 8) meters exceeds 3% per book. There shall be a $150.00 penalty when the City sends a public works employee 9) CURRENT 4/1/2020 4/1/2021 4/1/2022 4/1/2023 4/1/2024 1) Per meter read 1.26 1.27 1.29 1.30 1.31 1.32 2) Per turn-off or turn -on and simultaneous turn -ons and turn-offs 4.44 4.48 4.53 4.57 4.62 4.67 3) Per non-scheduled after hours call outs 44.50 44.95 45.39 45.85 46.31 46.77 "After Hours" means a turn -on or turn-off assigned to/or received by the contractor after 5:00 p.m. and before 8:00 a.m. 4) Per re -read when the original read turns out to be correct 7.42 7.49 7.57 7.64 7.72 7.80 when the original read is NOT correct 0.00 0.00 0.00 0.00 0.00 0.00 5) Per meter box lid replacement If done by work order 6.24 6.30 6.37 6.43 6.49 6.56 If done while on route being read 0.00 0.00 0.00 0.00 0.00 0.00 6) 1 Per each air test for breathing safety in confined vault spaces 14.84 14.99 15.14 15.29 15.44 15.60 laWras11IM; 7) There shall be a $100.00/day penalty for not having meter reading completed as scheduled. There shall be a $100.00 penalty per every 1% when the percentage of unread 8) meters exceeds 3% per book. There shall be a $150.00 penalty when the City sends a public works employee 9) to respond to a location when the Contractor cannot be reached. ❖ The amount due to the Contractor for Services for the month shall be calculated from the 1st to the last day of the month and paid to the Contractor by the 10th of the following month. Page 15 of 15