• VEPO assumes written notice to proceed will be provided at least 15 calendar days prior to the required mobilization date. In the event notice is issued outside of this minimum lead time, VEPO reserves the right to reschedule mobilization based on available workforce resources. VEPO assumes that once the Notice to Proceed is issued, the Utility or Prime Contractor will provide a clearly defined project start date and required completion date in writing.

• For accounts requiring an appointment, VEPO assumes customer contact information will be provided at least 30 days before the commencement date and that VEPO will be allowed to contact customers to schedule installation appointments if necessary. VEPO assumes customer data will include a valid phone number or email address when available.

• VEPO assumes that all residential meters will be released in route read order and a project meter reading schedule before the project start date.

• VEPO assumes that all commercial/industrial water meters will be released as a single route or cycle of routes to allow VEPO commercial meter crews to ensure the continuity of large meter crew production.

• The price proposal is based on a five-day work week; however, VEPO requests the right to work Saturdays and evenings as necessary in the event of delays or to meet customer appointment needs.

• VEPO assumes there will be no work stoppages other than designated holidays and weather days. If the Utility must halt work, VEPO will require 30 days to remobilize technicians before work can resume.

• If VEPO’s performance is delayed due to circumstances beyond its reasonable control, and not due in whole or in part to its own acts or omissions, VEPO shall be entitled to an extension of time equal to the period of delay, as its sole remedy, provided that (a) VEPO provides written notice to the Prime Contractor or Utility within forty-eight (48) hours of the delay’s commencement, and (b) the delay is excused under the governing agreement. Excusable delays may include, but are not limited to, acts of God, natural disasters, pandemics, or acts of government.

• A re-mobilization fee will be charged if VEPO’s crew is required to leave and subsequently return to the project site due to delays, suspensions, or stoppages not caused by VEPO. This fee shall be assessed per crew and based on current daily mobilization rates, unless otherwise agreed in writing.

• VEPO assumes meter locations and access requirements (indoor or outdoor) will be disclosed prior to contract execution. If meters are indoors, pricing assumes appointments and customer coordination will be required.

• VEPO will create a representative system demand schedule for meter installations based on the date of expected installation and the total number to be installed.

• If the Utility chooses to conduct installations themselves and utilize VPie under the VPie licensing agreement, the Utility will provide their own iOS devices to capture the data. Each mobile user is permitted to be logged into only one device at a time. Sharing login credentials to enable simultaneous login on multiple devices is prohibited.

• VEPO will remove the Utility data from VPie within 6 months from the end of the project or with written consent from a Utility representative to purge the data, whichever comes first.  Pricing to extend the retention time can be provided upon request.

• If the programming of devices is required, pricing assumes that the meter manufacturer will provide each VEPO installer, as needed, with the necessary hardware or handheld unit required for the programming and installation verification of the installed devices unless otherwise specified.

• If VEPO is unable to access the service to carry out the necessary work, despite diligently following the outlined scope of work (including mailings, call center services, and access attempts), VEPO reserves the right to levy an assessment fee. This fee shall not exceed 60% of the base installation price.

• For outdoor installations, pricing assumes a post-installation door hanger will be provided at each service location. Any additional customer notifications or outreach materials will be available at an additional charge.

• For indoor installations, two public outreach letters (e.g., mailed notices), and one post-installation door hanger. Any additional outreach, mailings, or notices beyond these items will be available for an additional charge. The initial mailing batch size per cycle must be no less than 200 pieces.

• VEPO assumes that it will only be responsible for the repair of damage caused directly by VEPO technicians.  VEPO assumes that if tampering or unsafe conditions are found, ideally, if the technician must wait for a Utility employee to arrive, the response time will not exceed 30 minutes.

• All pertinent data for meter exchange will be collected electronically using handheld devices in the field.  This data will include, at a minimum, the old serial numbers, the final read from the old meter, the new serial numbers, and the initial reading from the new meter.

• VEPO will be responsible for, and take ownership of, any materials released from the Utility to VEPO.  The ownership will be transferred back to the Utility upon installation.

• VEPO will leave a Utility-approved door tag for each location where the installation was completed, informing the customer of who to contact in the event that there are complications with the installation.

 

Installation Assumptions

• VEPO assumes that the Utility will provide a centralized location where VEPO’s crews can work out of and store equipment. VEPO assumes that all removed meters, registers, remote registers, etc. will be returned to the same facility at the end of each day for disposal or relocation by the Utility or can be placed in a container provided by the Utility at VEPO’s storage facility. VEPO assumes it will not be responsible for extensive sorting or palletizing of old meters removed from the field.

• Pricing assumes water meter installation will involve either a complete exchange of the existing meter with the new meter, encoder register, and radio or retrofit of the existing meter register with the new encoder register and radio.

• VEPO assumes that all installation material, including meters, registers, endpoints, and flanges will be provided by the Utility or manufacturer to VEPO and will be present at the time of need.

• VEPO assumes that gaskets, nuts, bolts, wire, and wire connections (if required) will be provided by VEPO.

• Pricing assumes radio placement will be within ten feet of the meter, mounted per manufacturer specifications and installation requirements.

• VEPO assumes meters are not located in a confined space as defined by OSHA (1910.146), except as stated in the RFP.  Pricing for confined space is provided on the pricing table

• VEPO assumes curb stops and valves are in good working condition. VEPO assumes the curb stops can be used by VEPO technicians if the valves at the meter are inoperable. Pricing does not include the installation of curb stops, valves, or backflow devices. Pricing for such services is available upon request.

• Where public streets are affected, traffic will be maintained on such public streets, with adequate signage, at all construction locations. No public street or road shall be blocked completely at any time.  The paved areas of all public roads and streets shall be sufficiently cleared each night and during other non-working hours to ensure safe traffic patterns. VEPO’s pricing does not include costs for traffic control.  Pricing can be made available upon request.

• VEPO will not be responsible for the repair of pre-existing conditions such as excessive corrosion, plumbing irregularities, and code violations.

For outdoor meter installations:

VEPO technicians will take the following photos:

• A before and after of the meter and nearby surroundings.

• Picture of the inside of the meter box.

• Picture of the service lines (if not captured in other photos and service line audit is included)

• If the meter needs to be dug out, a before and after picture of the conditions.

• Pictures of pertinent serial numbers (old and new).

• Pictures of old and new reads.

• If water is running and the customer is unresponsive during an outdoor installation, VEPO will make up to 3 attempts to change a meter.  If, after 3 attempts, the water is still running and there is no customer response, the account will be RTU and flagged as a possible leak.

• VEPO will tag meters and registers with the address location when the serial number is not readily identifiable.

• If water was not off prior to VEPO’s site visit, VEPO will flush air and debris from the house line from an outside spigot or faucet. 

• Pricing for sub-meter coordinates can be provided upon request.

  • If sub-meter GPS pricing is required, VEPO will provide a GPS unit and record the GPS location of the meter box. The GPS coordinates will be sub-meter accuracy for vertical elevation and horizontal location. Sub-meter locations will be collected as WGS 84 coordinates.

  • A shape file can be provided with the state plane coordinates as specified by the Utility.  Pricing can be made available upon request.

  • After 3 minutes of attempting to collect a sub-meter coordinate, if the coordinate cannot be captured, VEPO will attempt to capture the most accurate coordinate available and note the reason for obstruction.

• Where antenna installations are required through a lid, VEPO will perform antenna installations by drilling a 2” hole in the existing meter box lid or by replacing the lid with a pre-drilled meter box lid (pricing provided below). 

• VEPO assumes lids requiring drilling are either plastic or composite or no cast iron lids no more than ¼” thick. VEPO assumes that a seed batch of cast iron lids will be provided to VEPO to pre-cut.  The seed batch shall be no less than the daily quantity of cast iron lids expected to be drilled/cut per day.

• VEPO is not responsible for any void in warranty caused by the drilling of lids.  VEPO will attempt to avoid key structural components of the lids (ribs) but cannot guarantee that they will be avoided in all instances.

• Standard dirt and debris removal from pits is expected.  A fee for excessive removal of dirt and debris may be charged in cases where the register is not exposed.  VEPO will remove enough dirt and debris to prevent contamination of the service lines.

  • Digging for service line inspections will involve enough removal of dirt and debris to reasonably allow the technician to identify the material of the service line.  Excessive digging would include cases where the meter is completely buried. 

  • Utility will provide a location to dump dirt and debris removed from pits

Vacuum Truck Assumption:

• Vacuum truck meter box cleaning will be performed on an as-needed basis. The City has not specified the number or percentage of boxes requiring this service. Pricing is provided per meter box and includes debris and dirt removal using a vacuum truck and two-person crew. Rates account for setup time, travel between service locations, and comply with California prevailing wage and public works requirements.

Disposal Non-Hazardous Waste:

• Disposal pricing assumes non-hazardous waste including removed meters, lids, packaging, and spoils will be collected and disposed of per standard public works practices. Costs are based on per-install rates and assume City-approved disposal sites will be made available within reasonable distance of the project area.

Disposal Hazardous Waste:

• Pricing for hazardous waste disposal applies only to legacy endpoints or radio devices classified as electronic waste. No additional hazardous classifications are assumed unless specified in writing by the City.

Brass Recycling Credit:

• Pricing for a brass recycling credit per pound can be provided upon request based on estimated salvageable brass content from removed meters. Actual credit will be determined based on verified weights at the recycling facility and may be reconciled at project closeout.

Lower Existing Service Lines:

• Pricing for lowering existing service lines assumes hand-excavation or minor mechanical excavation to adjust service depth at shallow meter box locations. This does not include full-service line replacement, relocation, or obstruction removal involving tree roots, concrete, or utility conflicts. Pricing is based on standard soil conditions and typical residential service lengths.

Large Commercial/Industrial AMI Conversions:

• Installation pricing for large commercial/industrial AMI conversions assumes standard installation conditions with accessible meter sites and does not include significant civil modifications, including lowering or relocating existing service lines. Any required service line depth adjustments will be billed under the “Lowering Existing Service Line” line item or addressed through a mutually agreed change order.

Vault 2” -8”:

• Pricing includes removal of the existing meter, installation of a new AMI-compatible meter (2"–8"), connection of the endpoint wiring, and completion of standard installation documentation. It is assumed that all vaults are accessible, structurally sound, and do not require significant plumbing or civil modifications. All work will be performed in accordance with local wage requirements.

Freezing or Service Bypass :

• If freezing or service bypass is required during installations, VEPO shall coordinate with the prime contractor or utility for approval. Any such service beyond standard meter installation is not included in the base pricing and will be billed per occurrence.  Pricing does not include freeze pipe services, saw-cutting, trenching, or concrete removal/restoration. If such services are required, they will be handled by others or will be subject to a separate quote and approval prior to work.

Sidewalks - Roadways

• Proposal for restoration of sidewalks, curbs, roadways, or landscaping can be provided upon request. Proposal assumes all meter sites are accessible and free of obstruction. VEPO is not responsible for obtaining permits unless otherwise agreed in writing.