CITY OF BARTOW
REQUEST FOR PROPOSALS
RFP 26-04,
UTILITY METER READING SERVICES
ISSUED DATE: NOVEMBER 21, 2025
QUESTIONS DUE: DECEMBER 23, 2025
RESPONSES DUE: TUESDAY, DECEMBER 30, 2025
PRIOR TO 2:00 P.M. (EDT)
(Proposals Will Not Be Opened on Regularly Scheduled Wednesday Due to Holidays)
OPENING OF PROPOSALS: TUESDAY, DECEMBER 30, 2025
AT 2:00 P.M. (EDT) OR SHORTLY THEREAFTER
ATTACHED ARE IMPORTANT INSTRUCTIONS AND SPECIFICATIONS REGARDING
RESPONSES TO THIS RFP. FAILURE TO FOLLOW THESE INSTRUCTIONS COULD
RESULT IN DISQUALIFICATION.
SUBMIT SEALED RESPONSES TO:
Danielle Rose, Purchasing Manager
City of Bartow-Purchasing Department
450 N. Wilson Ave.
Bartow, FL 33830
Office Hours: 7:00 a.m. – 5:00 p.m. (M-F)
Phone# (863) 534-0141
Email: drose@cityofbartow.net
1
CITY OF BARTOW
NOTICE OF
REQUEST FOR PROPOSALS
(RFP)# 26-04, UTILITY METER READING SERVICES
NOVEMBER 21, 2025
Sealed Proposals (1) unbound single sided original of its proposal, five (5) complete
paper copies of its proposal, and one (1) electronic copy of its proposal in Adobe PDF
format on a USB flash drive will be received by the City of Bartow’s Purchasing
Department located within Bartow’s City Hall: 450 N. Wilson Ave, Bartow,
Florida 33830 until 2:00 P.M., Tuesday, December 30, 2025 and publicly opened
shortly thereafter, at City Hall within a designated Conference Room in response to
the “Request for Proposals (“RFP”).
SCOPE: The City of Bartow, Florida (City”) is actively seeking a qualified, and
experienced utility meter reading vendors to provide monthly electric and water
metering services for the City of Bartow’s Customer Service Department, in an area
of strong economic growth and new construction presence. Please be sure to
download the full bid documents for further details from the City of Bartow’s website:
https://www.cityofbartow.net/310/Bid-Opportunities (free). Note: Starting December
1, 2025, all solicitations will be managed and advertised through OpenGov, which
means Bid Opportunities will no longer but posted on DemandStar. Interested parties
should regularly check the City of Bartow’s website for instructions accessing
OpenGov and registering.
QUESTIONS DEADLINE: All inquiries, questions, and requests for additional
information regarding this RFP shall be addressed to Danielle Rose,
drose@cityofbartow.net, in writing, in ample time before the period set for the receipt
and opening of proposals. Inquiries, if received prior to 4:00 P.M. on Tuesday,
December 23, 2025, will be answered. Any inquiries received after that time will not
be answered or given any consideration. Oral answers will not be authoritative. The
City shall issue any City responses for proposers’ inquiries in the form of an
addendum to the RFP, posted on the City’s website and Demandstar as timely as
possible.
For additional information contact the City's Purchasing Department at (863)534-
0141.
Sincerely,
Danielle Rose,
City of Bartow – Purchasing Manager
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RFP/Bid Registration Form
It is recommended that any person or vendor wishing to submit a proposal register
for this specific project by utilizing the form listed below. If you do not register with the
City, you will not directly receive addenda that may be issued, which could result in
disqualification of your proposal.
If you would like to register with the City of Bartow in its entirety for any future
proposals/bids an Online Vendor Registration Form is also available on the City’s
website under Doing Business / Bid Opportunities / Vendor Registration:
https://www.cityofbartow.net/311/Vendor-Registration.
Date: _____________
RFP #: 26-04
RFP Title: UTILITY METER READING SERVICES
Carefully complete this form and return it to the Purchasing Department via e-mail to
purchasing@cityofbartow.net. You must submit one form for each solicitation that you
are registering for.
NAME OF BUSINESS: ___________________________________________________________
MAILING ADDRESS: ____________________________________________________________
CITY: __________________________________________________________________________
STATE: ________________________________________________________________________
NAME (SIGN & PRINT): __________________________________________________________
TITLE: _________________________________________________________________________
TELEPHONE NUMBER: __________________________________________________________
EMAIL ADDRESS: ______________________________________________________________
CONTACT NAME (IF DIFFERENT THAN ABOVE) ___________________________________
REMARKS: ____________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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STATEMENT OF “NO-BID”
IF YOU DO NOT INTEND TO BID ON THIS REQUIREMENT, PLEASE COMPLETE AND
RETURN THIS FORM PRIOR TO DATE SHOWN FOR RECEIPT OF BIDS TO: CITY OF
BARTOW, ATTN: PURCHASING DEPARTMENT, 450 N. WILSON AVE., BARTOW, FL
33830 OR EMAIL TO purchasing@cityofbartow.net.
WE, THE UNDERSGINED, HAVE DECLINED TO BID ON RFP #26-04, UTILITY METER
READING SERVICES OPENING ON TUESDAY, DECEMBER 30, 2025, FOR THE
FOLLOWING REASON(S):
______
______
______
______
______
______
______
______
SPECIFICATIONS ARE TOO RESTRICTIVE (PLEASE EXPLAIN REASON
BELOW)
INSUFFICIENT TIME TO RESPOND TO INVITATION TO BID
WE DO NOT OFFER THESE PRODUCTS.
OUR PRODUCTION SCHEDULE WOULD NOT PERMIT US TO PERFORM.
UNABLE TO MEET SPECIFICATIONS
UNABLE TO MEET BOND REQUIREMENTS
SPECIFICATIONS UNCLEAR (PLEASE EXPLAIN BELOW)
OTHER (PLEASE EXPLAIN BELOW)
REMARKS:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
COMPANY NAME
_________________________________________________________________________
ADDRESS
_________________________________________________________________________
SIGNATURE AND TITLE
_______________________ ____________________________________________
TELEPHONE NUMBER
EMAIL ADDRESS
________________________________
DATE
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SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION
1.1. Purpose of Solicitation
The City of Bartow, Florida (City”) is actively seeking a qualified and
experienced Vendors capable of providing the required services consisting of
utility metering reading services for electric and water utilities to more than
approximately 24,000 customers in the City of Bartow’s Utilities Service Areas
(BUSA). The City intends to evaluate submitted proposals and award a
Contract to one (1) vendor with exemplary credentials exhibiting
comprehensive experience in said field of services.
The Customer Service (Billing) Division of the Finance Department is
responsible for monitoring day-to-day operations with the selected meter
reading company, and for ensuring that quality, thoroughness, timeliness,
customer service and public image goals are fully met.
Throughout the City's service area there are both manual and automated meter
reading (AMR) devices. All meters are read and billed monthly. The total
service areas currently cover approximately 115 square miles.
CUSTOMER TYPE
Residential
Commercial / Industrial
Municipal / Government
Multi-Family
METER COUNT
21,387 (9,000 are water)
2,545 (774 are water)
296 (164 are water)
36
Water Meter Types
The list below provides the different types of meters that the City currently
utilizes for water and electricity services:
• AMCO
• ZENNER
• RG3
• Landis
• Fyr
• Aclara
• Elster
• G.E.
The awarded Contractor shall be able to provide and coordinate water and
electric meter reading services as provided for in this bid, plus all related
operations associated with those as detailed herein.
In order to avoid any interruption in billing services, sufficient testing must first
be completed for vendor to satisfy the City of Bartow Information Technology
Department that their communications and proposed equipment is ready and
able to perform satisfactorily prior to Contract execution (or as a condition of
the contract), can officially begin. The period for testing is not to exceed two
5
This page summarizes the opportunity, including an overview and a preview of the attached documents.
