TOWNO OF  BEDFORD LIFE. LIBERTY.HAPPINESS. Regular Council Meeting AGENDA  July 9,2024 Administrative  7:00 p.m.  Approval of Minutes Report ofTown Manager Appearance before Council Council Comments Report of Council Committees Revisions to. Agenda Public Hearings Consent Agenda (roll call)  Old Business New Business 1-P/CD-13-3-7-9 2-ELEC-5-2-7-7-9 3-ELEC-5-2-7-7-9 4-FIN-2-43-7-9 5-HR-1-1-7-9  Presentation of Housing Authority Strategic Plan Jim Messier, Chairman Review Utility Service Procedures and Terms and Conditions of Service Discussion Bedford Elks Lodge No. 2844 Tax Except Town of Bedford Equal Opportunity Employer Statement (roll call)  Review RFP for Electric Utility Rate Study  Citizens may watch the meeting in real time via the Town of Bedford Live Stream website: tp/wwwhedforhagov13eLwesream  The Town will strive to provide reasonable accommodations ands services for persons who require special assistance 10 participate in this public involvement opportunily. Contact (540). 587-6001 for more information.    1 of   - DE 00 - E  de m a N DE 8 A E  a 0 E -  -  a - a  6  C a 5        6 8o B8 de 00  co 8  -  a  9  2 3 4 5 6 7  8 9 00 A    9 is  e 9  o  -  - - 00 E € de à de a $ E  6  a : 28 AA  de A A  M V  €     -  U S 3 $ I de E I g a E 9 @ 5 le Y de E n 00 o0 E E a a 00 n @ a 5 A A  -  e  o -  0 & M  o = - 00 l9 C 0 D0 de 00  E  U o. - 60 o E 0 8 e de y 3 e s DV D 6 - - E le - de C 9 de 00 la 5 e A A A A A  bo 13            A A A AA A @        00  ai        E    3    6 6  S 6A    13        TOWN OF  BEDFORD LIFE. LIBERTY.HAPPINESS.  Request for Proposals On- Call Contract for Electric Utility Rate Study  RFP Release Date July 17, 2024  Proposal Submittal Deadline August 16, 2024 3:00 p.m. local prevailing time Town of Bedford RFP-2025-001  Questions with regard to submissions, process, or proposals can be emailed to:  Anne Cantrell, Director of Finance Crystal Hosey, Assistant Finance Director  nancebedlordva.ow    Table of Contents Purpose. Schedule of Events. Instructions to' Vendors. Scope of Services. Fee/Rate Schedule. Limitations Schedule. Format.  3 3 4 5 5 6 6 6 6 10 11 12 13 14 15 16  Error! Bookmark not defined.  Project Representation Selection Process. Selection Criteria Special Terms and Considerations. Form 1: Cover Sheet. Form 2: Proposal Signature Sheet Form 3: Addenda Received and Acknowledged. Form 4: Litigation Disclosure Form. Form 5: Proprietary Information. Form 6: References.  Appendix: Required General Terms and Conditions  Request for Proposals RFP-2025-001 Electric Utility Rate Study  2    Purpose  The Town of Bedford, Virginia invites proposals from Offerors authorized to do business in' Virginia capable of satisfying the Town's request for on-call utility rate analysis The Town of Bedford operates a municipal electric utility that provides service to the citizens of the Town of Bedford and customers adjacent to the Town. The Town charges a base rate and uses a fixed cost power cost adjustment (PCA) rider. Although the power cost adjustment (PCA) has been monitored and is adjusted semi-annually, the base rate structure has not seen substantial change for almost a decade. The last formai rate study completed for the Town of Bedford was in 2015. The Town completes semi-annual power cost adjustments based on a formula provided by ordinance.  services.  Schedule of Events Action Issuance of RFP Submission of Questions Addenda/Questions Published Submission of Proposals Instructions to Vendors See further details below.  Responsibility Town Staff Town Staff Offerors  Date 7/17/24 8/9/24  Potential Offerors 3:00 p.m. on 8/7/24  3:00 p.m. on 8/16/24  Responses to this request may be submitted by hard copy or by electronic submission. For written ("hard copy") proposals, submit sealed proposals before 3:00 P.M., local  prevailing time, on August 16, 2024 to:  Town of Bedford Attn: Finance Department 215 E. Main Street Bedford, VA 24523  Proposals submitted by mail or in writing shall be in a sealed envelope and clearly Proposals may be sent in PDF format via email to nance@pedlorovagow Proposals submitted by email shall include RFP-2025-001 Electric Utility Rate Study" in the  marked RFP-2025-001 Electric Utility Rate Study".  subject header.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  3    All copies, whether electronic or hard copy, shall be received no later than 3:00 P.M., local prevailing time, on August 16, 2024. No proposals will be accepted after that time. Your proposal shall be in effect for at least 90 days from the submission date. Thereafter, a proposer may give the Town notice that it is withdrawing its proposal. The proposal shall be open until award is made or this RFP is formally canceled unless the The deadline for written questions is August 7, 2024 at 3:00 PM. Please direct written questions to Anne Cantrell and Crystal Hosey by email at nance@bedfordvagov Vendors may visit www.bedfordva.gov to sign up to receive emails or notifications about bids, proposals, addendums, bid tabulation and awards. Vendors can sign up to receive notification in selected categories. It is the vendor's responsibility to keep information current in the system in order to receive the notifications. The Town is not responsible for any RFP/ITB obtained from any source other than the Town of Bedford.  proposer gives such notice.  Scope of Services  The following generally highlights the services the individual or firm may be requested to  perform as directed by the Town of Bedford:  1. Consultant may be requested to provide various services from time to time,  including but not limited to the following:  Utility Rate Study, including both revenue requirement and rate design  Rate/Bill Benchmarking  Review of power cost adjustments (PCA)  Other miscellaneous rate-related analysis and recommendations  2. All work shall be on an "as needed" basis, individual assignments will be undertaken only upon written authorization from the Town. 3. The Town reserves the right to engage other sources if Consultant cannot complete individual tasks in a timely or cost-effective manner. 4. The Consultant shall perform work on individual tasks as directed by the Town. A detailed scope of work, budget, and schedule for each task will be mutually agreed upon in writing by the Town and the Consultant and a specific Purchase Order issued by the Town prior to the start of work on that  Request for Proposals RFP-2025-001 Electric Utility Rate Study    task. The Town shall only issue a Purchase Order after funds have been appropriated and are available for payment to the Consultant.  Contract Term  The original period of this contract will be for a one-year term, and may be renewed by the Town at its option for four successive one-year periods. The contract price shall be firm for the initial contract period. The price for each subsequent contract year may not exceed three percent (3%) above the previous  year's fee and shall remain firm for the renewal year.  Limitations  A. This request does not commit the Town to award a contract, or to pay any costs B. The Town of Bedford reserves the right to reject any and all proposals, to waive informalities, to request additional information, and/or to award a contract deemed in C. Should the Town determine, in writing and in its sole discretion, that only one proposer is fully qualified, or that one proposer is clearly more highly qualified and suitable than others under consideration, a contract may be negotiated and awarded D. The Town shall require the individual or firm to participate in negotiations and to submit the technical or other revisions to their proposal as may result from the  incurred in the preparation of a response to this request.  the best interest of the Town.  tot that proposer. negotiations. Schedule  Any work directed by the Town of Bedford shall commence within a certain number of calendar days from the date of the notice to proceed. The number of calendar days will be determined by the Town of Bedford and the selected individual or firm doing the work  and memorialized in the purchase order authorizing the work.  Format  Proposals should include the following information:  1. Letter of Transmittal  a. Limit two (2) pages. Make a positive commitment to perform the requested work in a timely basis. Also, give the name(s) of the person(s) who will be authorized to make representation for your firm, including title(s),  telephone number(s), and email address(es).  2. Firm Experience  Request for Proposals RFP-2025-001 Electric Utility Rate Study  5    a. Indicate prior experience of your firm in performing work of this nature especially for public agencies. Provide resumes for key personnel who a. Indicate your understanding as to the scope of the work requested and describe your firm's approach and give specific illustrations of the  would be available to provide services to the Town.  3. Project Approach  procedures, which will be employed.  4. Detailed Cost Estimates of Service  a. Include detailed cost estimates of services including labor, expenses and  miscellaneous fees.  Project Representation  The Town Manager shall act as the Contract Administrator for any activities unless otherwise designated. Department contacts for work requests may include the Electric  Director and Finance Director. Selection Process  A selection committee shall review the proposal submitted. After each proposal has been evaluated on the basis of the Consultant's qualifications and experience to meet the Town's needs, short-listing procedures will narrow the list of candidates to the two or more best qualified firms. Firms may then be invited to an interview to answer questions  of the selection committee. Selection Criteria  Each firm will be evaluated based on the following:  50%-1 Prior experience of the firm in providing the services requested 30%- - Qualifications and experience of key personnel to be assigned to 20%- Estimated cost of service, including rates of labor, expenses and  herein. the project. miscellaneous fees.  Special Terms and Considerations  A. The term "Town" as referred to within this document shall mean Town of B. The term "Offeror" shall mean the person, Offeror, or corporation named as  Bedford.  such in the contract.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  6    C. Changes in Scope of Work  The Town may request changes in the scope of work to be performed. Such changes, including increase or decrease in compensation, must be mutually agreed upon and incorporated by written amendment to any existing  agreement. D.! Liability  The Town shall not be liable for any loss, injury, death, or damage to persons or property which at any time may be suffered or sustained by any person whatsoever arising from the negligent performance by the Offeror and/or its employees and agents of its obligations under the provisions of this agreement. The Offeror shall indemnify the Town and hold the Town harmless against all claims, liabilities, loss, injury, death, or damage  whatsoever.  E.! Insurance Requirements  1) The Offeror agrees, to the fullest extent of the law, to indemnify and save the Town harmless from and against all losses, damages, injuries, claims and demands whatsoever, regardless of the case thereof, and expenses inc connection therewith, including reasonable counsel fees, arising out of ori incidental to the negligent performance of Offeror's duties and responsibilities under this agreement. This covenant of indemnity shall continue notwithstanding any revocation or termination of this agreement. The Offeror shall be given prompt notice of any claims, demands or causes of action and reasonable opportunity to defend the same. 2) The Offeror shall secure and keep in force, at its sole cost and expense, the following insurance policies which shall be in form and consent satisfactory to the Town and shall be issued by insurance companies qualified to do business in the Commonwealth of Virginia. 3) Policy of property damage and public liability insurance which shall protect the Town and such other persons as the Town shall designate against any liability imposed by law upon the Town, the Offeror, or both. Coverage shall include damages for loss of or damages to property, or for bodily injuries, including death suffered or claimed by reason or inconsequence of any act or omission of any act by an employee or agent of the Offeror. Such insurance shall be on a comprehensive General Liability form with limits of $1,000,000 each occurrence, $1,000,000 aggregate Bodily Injury Liability to include, premises operations products, complete operations,  contractual and broad form property damage.  Request for Proposals RFP-2025-001 Electric Utility Rate Study    4) The Offeror shall carry such Workers' Compensation Insurance and other insurance on its employees and agent performing services under this 5) Offeror shall maintain in effect throughout the entire term of the agreement and any extensions thereof, personal injury liability insurance covering occurrences resulting from performance by the Offeror of Offeror's obligations set forth in the agreement in the minimum amount of one million dollars ($1,000,000) for injury or death to any one person and one million dollars ($1,000,000) for injury or death of any number of persons in one occurrence and property damage liability insurance in the amount of one million dollars ($1,000,000). Town shall be named as an additional or joint insured on all such policies. Additionally, Offeror shall maintain professional liability insurance in the minimum amount of one million dollars ($1,000,000). Offeror shall maintain workers' compensation insurance in the minimum required by the laws of the Commonwealth of Virginia. A certificate of insurance shall be furnished by the Offeror to the Town prior to the commencing work on the project. The certificate must also indicate that the Town is an additional or joint insured. 6) Prior to commencing work, the Contractor shall provide the Town with a certificate of insurance. Coverage shall be maintained during the entire  contract, as is required by the Code of Virginia.  term of the contract. F. Offeror's Responsibility  Approval by the Town of Offeror's work product for the project shall not constitute nor be deemed a release of the responsibility and liability of Offeror for the accuracy and competency of Offeror's designs, drawings, specifications or other documents and work pertaining to the project. Additionally, approval by the Town of Offeror's work product shall not be deemed to be an assumption of drawings, specifications or other documents prepared by Offeror for the project. After acceptance of final plans by the Town the Offeror agrees to correct errors or omissions on the plans that may be discovered after final acceptance.  G. Work Progress and Delays  The Town shall be entitled at all times to be advised in writing at their request, as to the status of work being done by the Offeror and the details thereof. In the event Offeror cannot satisfy a deadline specified in the work schedule, then the Town shall be notified in writing at least seven (7) days prior to such deadline of the reason for the delay. In the event the cause of the delay is due to delay by the Town, when such delay will result in an overall delay of the project completion date, the Town shall grant to Offeror in writing an extension of the  Request for Proposals RFP-2025-001 Electric Utility Rate Study  8    agreement time equal to the delay or delays. The Town shall be solely responsible for determining whether any extension of time should be awarded to  Offeror.  H. Termination by Default  Offeror acknowledges that the conditions, covenants and requirements on its part to be kept as set forth in the contract are material inducements to the Town entering into an agreement. Should the Offeror fail to perform any of the conditions, covenants and requirements of its part to be kept, the Town shall give written notice thereof to Offeror specifying those acts to things which must occur to cure said default. Provided, however, if Offeror makes a good faith effort by taking steps to substantially cure the default, the Town may grant Offeror additional time to cure such default as he deems necessary and at his discretion. Should the default remain upon expiration of the time granted to cure the same, the Town may terminate the agreement by written notice of termination said  notice specifying the time and date of termination.   Termination Without Default  The Town shall have the right, at any time, upon fifteen (15) days written notice  to Offeror, to terminate the services of the Offeror.  J. Assignment the Town.  The Offeror shall not assign, sell, or transfer any interest in any agreement with  K. Disclaimer of Joint Venture  Offeror and Town shall warranty and represent that by the execution of an agreement it is not the intent of the parties that the agreement be construed or deemed to represent a joint venture or an undertaking between Town and Offeror. Offeror shall be solely responsible for the conduct of all activities and services provided by Offeror as part ofi its business operations.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  9    Form 1: Cover Sheet requested ini this solicitation.  Inc compliance with this Request for Proposal, andi to all the conditions imposed therein and hereby incorporated by the reference, the Undersigned offers, and agrees to furnish goods/services  THIS SECTION TO BE COMPLETED BY OFFEROR:  NAME AND. ADDRESS OF FIRM:  Date: By: Name: Title: Website:  (Signature) (Please Print)  FEI/FINT No.: Email: Phone:  Fax:  CONTACT INFORMATION (if differs from above):  Name: Title: Address:  Email: Office Phone: Mobile Phone: Fax:  Request for Proposals RFP-2025-001 Electric Utility Rate Study  10    Form 2: Proposal Signature Sheet  (Must be submitted on your corporate letterhead)  My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFP. My signature also certifies that by submitting a proposal in response to this Request for Proposals, the offeror represents that in the preparation and submission of this proposal, said offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, firm or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1 et seq.) or S 59.109.1 through 59.1-9.17 or S 59.1-68.6 through 59.1- 68.8 of the Code of Virginia. In addition, my signature certifies that the offeror has been made aware of the initial Request for Proposals, as well as any and all addenda. Certification of Eligibility: The firm is not ineligible to receive award of a contract due to the firm's inclusion on any Federal or Virginia State lists of debarred contractors, or otherwise ineligible to be awarded a contract using Federal or State funds. Ihereby certify that I am authorized to sign as a Representative for thel Firm:  NAME OF OFFEROR: ADDRESS: FED ID NO.: SIGNATURE: PRINTED NAME: TITLE: TELEPHONE: EMAIL: FAX: DATE:  Request for Proposals RFP-2025-001 Electric Utility Rate Study  11    Form 3: Addenda Received and Acknowledged  By signing this form, offeror acknowledges receipt of any and all Addenda published  after initial RFP was issued.  Receipt of addenda acknowledged:  Signature Date:  Request for Proposals RFP-2025-001 Electric Utility Rate Study  12    Form 4: Litigation Disclosure Form  Respond to each of the questions below by checking the appropriate line. Failure tof fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, "you" means the individual or entity in whose name the bid or  proposals were submitted.  Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten  (10) years?  Yes  No  Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant this solicitation, been terminated (for cause or otherwise) from any work being performed for the Town or any other governmental or private entity during the last ten (10) years?  Yes  No  Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant this solicitation, been involved in any claim or litigation with the Town or any other governmental or private  entity during the last ten (10) years?  Yes  No  Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the Town or any other governmental or private entity during  the last ten (10) years?  Yes  No  Ify you answered "Yes" to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or  proposal.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  13    Form 5: Proprietary Information  Trade secrets or proprietary information submitted by an Offeror in response to this Request for Proposal shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of this section prior to or upon submission of data or materials and must identify the data or other materials to be protected and state the reasons why protection is necessary  ($2.2-4342F of the Code of Virginia).  Please enclose all proprietary information inas sealed envelope and attach ONLY  to the ORIGINAL proposal.  Below, please reference appropriate page numbers, section numbers, paragraph numbers, etc. where this data should be inserted, along with an explanation as to why it is proprietary and protected by $2.2-4342(F) of the Code of Virginia.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  14    Form 6: References  Name of Firm: Address: Contact: Name: Title: Email: Phone:  #Y Years in Relationship: Name of Firm: Address: Contact: Name: Title: Email: Phone:  # Years in Relationship: Name of Firm: Address: Contact: Name: Title: Email: Phone:  #Years in Relationship:  Request for Proposals RFP-2025-001 Electric Utility Rate Study  15    Appendix: Required General Terms and Conditions  A. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in an appropriate state court of jurisdiction in Bedford County, Virginia. The contractor shall comply with all applicable  federal, state and local laws, rules and regulations.  B.  ANT-DSCRMIMATON: By submitting their proposals, offerors certify to  the Town that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Americans With Disabilities Act and $ 2.2-4311 ofthe Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursement made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of thet funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the  public body. (Code of Virginia, $2.2-4343.1(E)  Ine every contract over $10,000.00, the provisions in 1. and 2. below apply:  1. During the performance oft this contract, the contractor agrees as follows: a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of these b. The contractor, in all solicitations or advertisements for employees placed by or on behalf ofthe contractor, will state that such contractor Notices, advertisements and solicitation placed in accordance with federal law, rule or regulation shall be deemed sufficient for the  nondiscrimination clauses.  isa an equal opportunity employer.  purpose of meeting these requirements.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  16    2. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be C. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of  binding upon each subcontractor or vendor.  substantially equal or greater value was exchanged.  D. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, Offerors certify that they do not, and will not during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the  Federal Immigration Reform and Control Act of 1986.  E. DEBARMENT STATUS: By submitting their proposals, Offerors certify that they are not currently debarred by the Commonwealth of Virginia or any political subdivision thereof from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity  that is currently sO debarred.  F. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to the Town all rights, title and interest in and to all causes of action itmay now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or  acquired by the Town under said contract. G. PROMPT PAYMENT ACT: 1. To Subcontractors:  a. A contractor is liable for the entire amount owed to any subcontractor with which it contracts. However, such contractor shall not be liable for amounts otherwise reducible due to the subcontractor's noncompliance with the terms of the contract. However, if the contractor Contractor awarded a contract under this solicitation is hereby obligated:  (1)To pay the subcontractor(s) within seven (7) days of the Contractor's receipt of payment from the Town for the  Request for Proposals RFP-2025-001 Electric Utility Rate Study  17    proportionate share oft the payment received forv work performed (2) To notify the department and the subcontractor(s), in writing, of the Contractor's intention to withhold payment and the reason.  by the subcontractor(s) under the contract; or  Payment by the party contracting with a contractor shall not be a condition precedent to payment to any lower-tier subcontractor, regardless of that contracting receiving payment for amounts owed to b. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the Town, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the prime contract. A Contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Town.  that contractor.  H. TESTING AND INSPECTION: The Town reserves the right to conduct any test/nspection it may deem advisable to assure goods and services conform to the  specifications. I. J.  ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the CHANGES TO THE CONTRACT: Changes can be made to the contract in  Contractor in whole or in part without the advance written consent of the Town.  any of the following ways:  a. The parties may agree, in writing, to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written b. The Town may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of contract include, but are not limited to, things such as services to be performed, the method of delivery, and the place of delivery. The Contractor shall comply with the notice upon receipt. The Contractor  agreement to modify the scope of the contract.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  18    shall be compensated for any additional costs incurred as a result of such order and shall give the Town a credit of any savings. Said compensation shall be determined by one of the following methods: 1. By mutual agreement between the parties in writing; or  2. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Contractor accounts for the number of units of work performed, subject to the Town's right to audit the Contractor's records and/or to determine that correct number of units independently; or 3. By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed. The same markup shall be used for determining a decrease in price as the result of savings realized. The Contractor shall present the Town with all vouchers and records of expenses incurred and savings realized. The Town shall have the right to audit the records of the Contractor as deemed necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Town within thirty (30) days from the date of receipt of the written order from the Town. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with thep procedures for resolving dispute provided by the Disputes Clause of this contract. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Town or with performance of the contract  generally.  K. DEFAULT: In case off failure to deliver goods or services in accordance with the contract terms and conditions, the Town, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies  with the Town may have.  L.  TAXES: Sales to the Town are normally exempt from State sales tax. State  sales and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation  taxes.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  19    M. USEOF BRAND NAMES (This section only applies to the procurement of goods): Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Offerors to the specific brand, make or manufacturer names, but conveys the general style, type, character, and quality of the article desired. Any article which the Town, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Offeror is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature catalog cuts and technical detail to enable the Town to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Unless the Offeror clearly indicates in its proposal that the product offered is an equivalent product, such proposal will be considered to offer the brand name product referenced in the solicitation.  N. INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the contract is awarded. The Offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation  Commission.  Coverages afforded under the required policies listed below shall not be canceled by the Contractor or allowed to lapse or expire. However, in the event that anyi insurance coverage required under this Agreement is canceled by thei insurance company or lapses due to no fault of the Contractor, Contractor shall () provide the Town with not less than thirty (30) calendar days prior written notice that said insurance policy has lapsed or has been canceled due to no fault of Contractor and (i) restore said insurance policy with the same insurance company or obtain a replacement insurance policy that satisfied the insurance obligations required in this Agreement within thirty (30) calendar days from the date of any notice to Contractor that its insurance policy has been canceled or has lapsed. The Town must be named as an additional insured on the insurance certificate reflecting Commercial General Liability and other insurance coverages.  INSURANCE OVERAGES AND LIMITS REQUIRED:  a. Workers' Compensation - Statutory requirements and benefits.  b. Employer's Liability - $1,000,000.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  20    C. - Commercial General Liability: A minimum of $1,000,000. Combined single limit. Commercial General Liability is to include Premises/Operations Liability, Products and Completed Operations Coverage (to extend for 2 years past the  work completion date).  d. Automobile Liability - $1,000,000 = Combined single limit. (Only used if motor  vehicle is to be used in the contract.)  e. Professional Liability Insurance: The Consultant shall maintain during the life oft this contract such Professionaliability Insurance, including Bodily Injury and Property Damage if excluded in Commercial General Liability coverage required above, as to protect the Consultant, the Consultant staff, or by any subcontractor or anyone directly or indirectly employed by either of them against claims for damages, including protection of the Town. The minimum acceptable limits of liability to be provided by such Professional Liability  Insurance shall be as follows:  1. $1,000,000 each incident 2. $2,000,000 aggregate  NOTE: Ifa Contractor for professional services states there is property damage and bodily injury coverage equivalent to above within the Professional Liability policy that shall be specifically stated on the Insurance Certificate form.  O. DRUG-FREE WORKPLACE: During the performance of this contract, the Contractor agrees to () provide a drug-free workplace fori the Contractor's employees; (i) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (ii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (v) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon  each subcontractor or vendor.  For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connections with a specific contract awarded to a  Request for Proposals RFP-2025-001 Electric Utility Rate Study  21    Contractor, the employees of which are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession of use of any controlled  substance or marijuana during the performance of the contract.  P. NONDISCRIMIMATION OF CONTRACTORS: A Bidder, Offeror, or Contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, or disability, or against faith- based organizations. Ifthe award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the Town shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an  alternative provider.  Q. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the Town shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.  R. TERMINATION OF CONTRACT: The Town may terminate the contract for cause or for convenience after giving seven (7) days' notice in writing to the Contractor. The written notice shall state whether the termination is for convenience or cause.  Termination for Cause: If the Contractor should breach the contract or fail to perform the services required by the contract, the Town may terminate the contract for cause by giving written notice or may give the Contractor a stated period of time within which to remedy its breach of contract by delivering a written cure notice to the Contractor. Ift the Contractor shall fail to remedy the breach within the time allotted by the Town, the contract may be terminated by the Town at any time thereafter upon written notice to the Contractor or, in the alternative, the Town may give such extension ofi time to remedy the breach as the Town determines to be in its best interest. The Town's forbearance by not terminating the contract for a breach of contract shall not constitute a waiver of the Town's right to terminate nor acquiescence in future act or omissions by the Contractor of a like nature. If the contract is terminated for cause, breach of contract or failure to perform, the Contractor may be subject to a claim by the Town for the costs and expenses incurred in securing a replacement contractor to fulfill the obligations of the contract. In the event a Cure Notice is required, the Town will use the address provided to the Town in bids or proposals. It shall be the Contractor's responsibility to notify the Town in writing within 10 days of knowing a change of address. The written notice shall include the Town's contract  number and the effective date of the address change.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  22    In the event the Contractor breaches the contract or fails to perform the services required by the contract, in addition to terminating this contract for cause, the Town reserves the right, in its sole discretion, to terminate for cause any other open contract  the Contractor has with the Town.  Termination for Convenience: The contract may be terminated by the Town in whole or in part for the convenience oft the Town without a breach of contract by delivering to the Contractor a written notice of termination specifying the extent to which performance under the contract is terminated and the effective date of the termination. Upon receipt of such a notice of termination, the Contractor must stop work, including but not limited to work performed by subcontractors and consultants, at such time as to the  extent specified in the notice of termination.  Ift the contract is terminated in whole or in part for the convenience of the Town, the Contractor shall be entitled to those fees earned for work done prior to the notice of termination and thereafter shall be entitled to any fees earned for work not terminated, but shall not be entitled to lost profits for the portions of the contract which were terminated. The Contractor will be compensated for reasonable costs or expenses arising out of the termination for the convenience of the Town for delivery to the Town of all products of the services for which the Contractor has or will receive compensation.  Delivery of Services: Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver to the Town all products or services for which the Contractor has been or will be compensated. Failure to do sO may result in action for  "breach of contract" or failure to perform."  Compensation Due the Contractor: Upon such termination, the Contractor shall be entitled to the compensation accrued to the date of termination. Payment of the balance of the accrued compensation shall be dependent on the Contractor providing the required project material to the Town. Said fees which have been earned shall be billed to the Town in accordance with the normal billing process, but in no case later the sixty (60) days after the last work is performed. Any termination by the Town for default, found by a court of competent jurisdiction not to have been justified as a termination for default,  shall be deemed a termination for the convenience of the Town.  The Contractor shall submit invoices for all such amounts in accordance with the normal billing process, but in no event later than sixty (60) days after all services are performed. All amounts invoiced are subject to deductions for amounts previously paid. All payments due the Contractor under this contract, to the extent they are dependent on  Request for Proposals RFP-2025-001 Electric Utility Rate Study  23    grants from the state or federal government or other granting agencies are subject to  appropriation by the granting agency.  S.  COOPERATIVE PROCUREMENTE Procurement is being conducted  pursuant to Section 2.2-4304 of the VPPA. Therefore, the Offeror agrees that it will contract with any other public agency or body in the Commonwealth of Virginia who sO desires, to permit those public agencies or bodies to purchase at contract prices, in accordance with the terms, conditions and specifications of any contract resulting from this solicitation. The Offeror shall deal directly with each public agency or body, in a separate contract between those two entities, in regard to order placement, delivery, invoicing and payment. The Town shall not be responsible or liable for any costs, expenses, or any other matters of any kind to either Offeror or such other public agency or body seeking to obtain services pursuant to cooperative procurement. Such other public agency or body shall be responsible for the administration of its individual contract  with Offeror.  T.  LITIGATION WITH THE TOWN: The Town, in its sole discretion, may  choose not to make an award to an Offeror who is in litigation with the Town, Bedford County, Virginia, the Bedford County Schools, the Bedford Regional Water Authority, the Economic Development Authority of Bedford County, Virginia, the Economic Development Authority of the Town of Bedford, Virginia, or the Town of Bedford Redevelopment and Housing Authority at the time of proposal evaluation. This provision also applies if any parent company, principal, officer, or wholly owned subsidiary of the Offeror is in litigation with any of the foregoing entities at the time of the proposal  evaluation.  U. PRIOR DEFAULTED CONTRACTS: The Town, in its sole discretion, may choose not to make an award to an Offeror who has previously defaulted on a contract with the Town, Bedford County, Virginia, the Bedford County Schools, the Bedford Regional Water Authority, the Economic Development Authority of Bedford County, Virginia, the Economic Development Authority of the Town of Bedford, Virginia, or the Town of Bedford Redevelopment and Housing Authority. This provision also applies any parent company, principal, officer, or wholly owned subsidiary of the Offeror has  previously defaulted on a contract with and of the foregoing entities.  V. CRIMINAL CONVICTIONS: The Town, in its sole discretion, may choose not to make an award to an Offeror if any principal, officer, director, or staff member of thet firm assigned to work under a contract awarded pursuant to this solicitation has been convicted of any felony or of a misdemeanor involving moral turpitude in the past ten (10)  years.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  24    W. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A Contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized toi transact business in the Commonwealth as a domestic or foreign business entity if sO required by Title 13.10 or Title 50 oft the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse ori its certificate of authority or registration to transact business in the Commonwealth, if sO required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the  provisions of this section.  X.  ADVERTISING: In the event a contract is awarded for services resulting  from this proposal, no indication of such contract or the provision of services to the Town will be used in the contractor's literature or advertising without prior written permission.  Y. AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Town, whichever is sooner. The Town auditors shall have full access to the right to examine  any of said materials during said period.  Z.  CONFIDENTIALITNY OF PERSONALLY DENTIFIABLE INFORMATION:  Contractor assures that information and data obtained as to personal facts and cirçumstances related to patients or clients shall be collected and held confidential, during and following the term of this agreement, and shall not be divulged without the individual's and the Town's written consent and only in accordance with federal and state Code. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the Town of any breach or suspected breach in the security of such information. Contractors shall allow the Town to both participate in the investigation of incidents and exercise control over decisions regarding external reporting. Contractors and their employees working on this project may be required to sign a confidentiality statement.  AA. CONTINUITY OF SERVICES:  1. The Contractor recognizes that the services under this contract are vital to the Town and must be continued without interruption and that, upon contract expiration, a successor, either the Town or another contractor, may continue them.  The Contractor agrees:  Request for Proposals RFP-2025-001 Electric Utility Rate Study  25    a. Toexercise its best efforts and cooperation to effect an orderly and efficient b. To make all Town owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to  transition to a successor.  facilitate transition to successor.  That the Town shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.  2. The Contractor shall, upon written notice from the Town, furnish phase-in/phase- out services for up to ninety (90) days afteri this contract expires and shall negotiate in good faith a plan with successor to execute the phase-in/phase-out services. 3. The Contractor shall be reimbursed for all reasonable, pre-approved phase- in/phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in/phase-out operations) and a fee (profit) not to exceed a pro-rate portion of the fee (profit) under this contract. All phase-in/phase- out work fees must be approved by the Town in writing prior to commencement of  This plan shall be subject to the Town's approval.  said work.  BB. INDEFINITE DELVERYINDEFNIE QUANTITY (IDIQ) (This section onlyapplies ifIDIQ terms and conditions are so provided the request for proposal): The contractor shall complete any orderissued during the effective period of this contract and not completed within the contract period within the time specified in the order. The contract shall govern the contractor's and Town's rights and obligations with respect to that order to the same extent asi ifthe order were completed during the contract's effective period; that the Contractor shall not be required to make any delivery under this contract  after thirty (30) days of the expiration of the contract.  CC. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the Town, its officers, agents, and employees for any and all damages arising out of the negligent acts, errors or omissions, recklessness or intentionally wrongful  conduct of the Contractor in performance of the contract.  DD. SWAM PARTICIPATION: In accordance with the Public Procurement Act, the Town also encourages the utilization of Small, Women and Minority and Service Disabled Veteran Owned (collectively, SWaM) Businesses to participate in the performance of state funded contractor contracts. A list of Virginia Department of Small  Request for Proposals RFP-2025-001 Electric Utility Rate Study  26    Business and Supplier Diversity (DSBSD) certified SWaM firms is maintained on the DSBSD web site ntplwwabsdgnagon under the SWaM Vendor Directory link. Contractors are encouraged to take all reasonable steps to ensure that SWaM firms have the maximum opportunity to compete for and perform services on the contract, including participation in any subsequent supplemental contracts. If the contractor intends to subcontract a portion of the services on the project, the contractor is encouraged to seek out and consider SWaM firms as potential sub-contractors. The contractor is encouraged to contact SWaM firms to solicit their interest, capability, and qualifications. Any agreement between a contractor and a SWaM firm whereby the SWaM firm promises not Ifp portions of the services are to be subcontracted to a SWaM firm, the following needs to be submitted with your proposal and both must reference the RFP for the services:  to provide services to other contractors is prohibited.  Written documentation oft the prime's commitment to the SWaM1 firm to subcontract a portion of the services, a description of the services to be performed, and the Written confirmation from the SWaM firm that it is participating, including a description of the services to be performed and the percent of participation.  percent of participation.  Any SWaM firm must become certified with the Virginia Department of Small Business and Supplier Diversity prior to your response being submitted. Ifa SWaM firm is the prime contractor, the firm will receive full credit for planned involvement of their own forces, as well as the work that they commit to be performed by SWaM sub-contractors. SWaM prime contractors are encouraged to make the same outreach efforts as other contractors. SWaM credit will be awarded only for work being performed by them. When a SWaM prime contractor subcontracts work to another firm; the work counts toward SWaM goals only if the other firm is itself a SWaM. However, this certification does not guarantee that the firm will obtain Town work nor does it attest to the firm's abilities to  perform any particular work.  Request for Proposals RFP-2025-001 Electric Utility Rate Study  27    BEDFORD  Clecthic  Town ofBedford, Virginia  Utility Service Procedures  and  Terms and Conditions of Service  Adopted by Town Council on [insert date]    Tablec ofContents Customer Accounts Office. Application for Service. Account Name Changes.. Deposits.. Payments Bank Draft (ACH) Plan. Meter Accuracy and Tests Adjustment Process for Errors in Meter Readings Account Balances/Transfers Customers Needing Payment Assistance. Service Disconnections for Non-Payment.  8  Bill Inserts and Flyers. Service Connections. Liability. Customer's Liability  Relocation ofTown Facilities at Customer's Request..  12 12 12 13 13 14 14 14 15 16 17 17 18  Location and Maintenance ofTown's Equipment. Use of Energy by the Customer, Power Factor ofLighting Equipment  Voltage. Domestic Service. Extension of Service. Outdoor Lighting Solar. Claims for Damages..  Denial or Discontinuance of Service.  Adopted by Town Council on [insert date]  2    Customer Accounts Office  The Finance Deparment/Treasurers Office is located at 215 E. Main Street, Bedford, VA 24523 and is the primary contact for utilities customers for service initiations, transfers, and terminations. Office hours are 8:30 a.m. to 5:00 p.m. Calls for utility billing should be directed to (540) 587-6047 and calls for payment questions should be directed to (540)587-6057. Outages can be reported by calling (540) 258-4057 or online at www.Dedrordpoweroutage.com.  Application for Service  Each applicant for utility service is required to sign a contract on a form provided by the utility  and, upon request, will be required to furnish the following information:  1. Name of applicant.  2. Proofofapplicant'si identification, such as a valid driver's license, or other valid 4. Lease or other proofofr residencelownership of the location (changed, modified, and/or altered lease will not be accepted). Any one tenant who is listed and has signed the lease 5. Telephone number oft the location to be served or where the applicant can be reached. 7. Fora a new service location, the purpose for which service is to be used. 10. Such other information as the utility may reasonably require.  goverment-issued picture L.D. 3. Location of premises to be served.  can initiate service.  6. Date applicant wants service to start. 8. Customer's mailing address. 9. Social Security Number or Tax ID Number.  This information is to be recorded on the contract at the time the service application is made and A customer search on the Utility system will be made using name, social security number, and/or driver's license number before services are established for any customer. The Fair Credit Reporting Act as amended by the Fair and Accurate Credit Transaction Act (FACTA) requires all organizations that extend credit to consumers, including utility service providers, to identify, mitigate and prevent identity theft and fraud. The Red Flag rules require all creditors including utility service providers to implement an effective identity theft and/or fraud prevention program. The Town of Bedford will not extend service to, or for the benefit of, persons who are in arrears tot the Town for current and/or previous services. Customers with unpaid past due balances on any previous accounts must pay any balances, including applicable penalties and other late fees assessed on the account in full before new service initiation. Current balances or current final bills may be transferred to the customer's new account and payable according to the original A copy of the Rate Schedules and this policy willl be available to all customers upon request. A  signed by the customer applicant.  billed due date, unless the debt is greater than five years. written application is required for each point of delivery.  Adopted by Town Council on [insert date]  3    Account Name Changes  Service terminations can be accomplished by filling out the required form either in the office or obtained through the Town's website at www.bedfordvagov. Should a spouse or other family member oft the account holder wish to terminate services and put them in his/her name, and the account holder is not available due to death, divorce, legal separation, or other circumstance, authoritative documentation must be presented to the Finance Department/Treasurers Office before the request can be honored. The account must be current before the name transfer will be approved and processed. Based on the payment history of the account, and/or the payment history oft the person transferring service, a deposit may be required before the transfer is  completed. Deposits  A deposit, or suitable guarantee, not to exceed the equivalent of the customer's estimated bill for two (2) months usage, calculated on a rolling 12-month average basis, as security for the payment ofbills, may be required oft the customer at any time or from time to time before or after service is commenced. The Town of Bedford will pay simple interest on deposits held longer than ninety (90) days with said interest accruing from the date the deposit is made until it has been refunded, or until a reasonable effort has been made to affect the refund. The interest rate to be paid on customer deposits will be determined annually in January and will equal the average of the percent annual yields ofone-year Treasury bills (auction). average issue date for October, November, and December of the preceding year. At the option of each customer makinga security deposit, the Town will annually either make direct payment to the customer ofall Residential customers' deposits will be refunded after one year upon request provided the customer has established satisfactory credit during that period. The Town will not be required to supply service ift the deposit conditions are not met or if an appropriate deposit is not paid as The Town shall have a reasonable time in which to read and remove the meters and to ascertain that the obligations of the customer have been fully performed before being required to return any deposits. Retention by the Town prior to final settlement, ofany deposit or guarantee, shall  accrued interest, or will credit same to the customer's account.  required.  not be deemed aj payment or part payment of any bill for service.  Payments  Meters will be read monthly, except that readings may be estimated on occasion as necessary. Bills will be rendered by the Town to the customer monthly in accordance with the applicable Year-round residential customers who have not incurred delinquent fees or administrative fees within the previous 12 months shall have the option of paying bills under the Town's equal payment plan (Budget Plan), whereby the total service for the succeeding 12-month period is estimated in advance, and' bills are rendered monthly on the basis ofone-eleventh oft the 12-  All initial and final bills will be based on actual meter readings.  rate schedule, with the following exceptions:  Adopted by Town Council on [insert date]  4    month estimate. The Town may at any time during the 12-month period, adjust the estimate sO made, and the bills rendered in accordance with such estimate, to conform more nearly with the actual charges for service being experienced. The normal equal payment period will be 12 months, commencing in any month selected by the Town, but in cases where billing is commenced during a month which leaves less than 12 months until the beginning oft the next normal equal payment period to which the customer is assigned, payments shall be calculated on Inc case the actual charges for the service used during any equal payment period exceeds the bills as rendered on the equal payment plan, the amount of such excess shall be paid by the customer on or before the due date oft the bill covering the last month of the equal payment period in which such excess appears. In case the actual charges for the service used during the equal payment period is less than the amount paid under the equal payment plan during such period, the amount ofsuch overpayment shall, at the option of the Town, either be refunded to the customer or Ifac customer fails to pay bills as rendered on the equal payment plan, the Town shall have the right to withdraw the plan with respect to such customer and to restore the customer billing as provided for in the applicable rate schedules, in addition to any other rights which the Town may have under such schedules in case ofarrearage in the payment of bills. All bills are payable at the Treasurer's Office within the time limits specified on the bill. The word "month" as used herein and in the schedules is hereby defined to be the elapsed time between two successive meter readings approximately thirty (30) days apart. In the event of the stoppage ofor the failure ofa any meter to register the full amount of energy consumed, the customer will be billed for such period on an estimated consumption based upon his orl her usage of energy in a similar period of like Where indicated on the applicable tariff schedule, a delayed payment charge will be applied to any outstanding account balances not received by the Town by the date indicated in the payment The customer will be charged a service charge, which is included in the Town's adopted fee schedule, for every check received by the Town and returned by a bank for insufficient funds or  the basis ofthe months in such period.  credited on the customer's last bill for the period.  use.  provision oft the applicable tariffs schedule.  closed account. Bank Draft (ACH) Plan  The Bank Draft (ACH) Plan is a convenience that allows customers to draft payments from their bank or other financial institution checking account to pay the utility bill. A customer may fill out a written agreement and provide a voided check to be placed on the plan. At the customer's request, an ACH authorization agreement can be mailed or emailed. The agreement must be completely filled out and contain a voided check displaying the routing and checking account numbers. Customers will continue to receive monthly statements showing detailed consumptions and actual charges, as well as the amount to be drafted from the customer's bank/financial institution account. Customers using this service should notify the Finance Deparmenv/Treasurers Office as soon as possible for any bank account changes sO that draft information can be updated to avoid any returned ACH payments.  Adopted by Town Council on [insert date]  5    Meter Accuracy and Tests  The performance ofa watthour meter is considered to be acceptable when the percent registration is not more than 102%, nor less than 98%, based upon the simple average ofl light The performance ofa demand meter or register shall be acceptable when the error in registration does not exceed 4% in terms of full-scale value when tested at any point between 25% and 100% Whenever watthour meters are being tested for accuracy and found to be registering outside 1% on either light or heavy load or outside 2% on lag, the percentage registration of the meter shall Whenever demand meters or registers are being tested for accuracy and found to be registering outside + 4% offull-scale value, the demand meter or register shall be adjusted to within + 2%of The Town shall make a test of the accuracy of any electric meter upon request, without charge once every two years. For tests more frequent than bi-annually, the customer will be required to make a deposit with the Town prior to the test based on the applicable meter type in the adopted rate schedule. The deposit shall be refunded only if the percentage registration of the meter Whenever a meter is found, upon periodic request or complaint test, to have an average error to registration of more than 2% fast, the Town will follow the adjustment process for errors in  load and heavy load.  full scale value.  be adjusted to within these limits of error or the meter shall be discarded.  full-scale value or the meter shall be discarded.  exceeds 102%.  meter readings below.  Adjustment Process for Errors in Meter Readings  Ifiti is found that the utility has directly ori indirectly, by any device whatsoever, charged, demanded, collected or received from any customer a greater or lessor compensation for any service rendered or to be rendered by such utility than that prescribed in the schedules of such utility applicable; or ifiti is found that any customer has received or accepted any service from a utility for a compensation greater or lesser than that prescribed in such schedules; ori if, for any reason, al billing error has resulted in a greater or lesser charge than that incurred by the customer for the actual serviçe rendered, then the method of adjustment for such overcharge or (1) Ift the utility has inadvertently overcharged a customer as a result ofa a misapplied schedule, an error in the reading of the meter, a skipped meter reading, or any other human, machine, or meter error, the utility shall at the customer's option, refund the excess amount paid by that customer or credit the amount billed as provided by the a. Ifthe interval during which the customer was overcharged can be determined, then the utility shall credit or refund the excess amount charged during that entire interval provided that the applicable statute of limitations shall not be exceeded.  undercharge shall be provided by the following:  following:  Adopted by Town Council on (insert date]  6    b. Ifthe interval during which the customer was overcharged cannot be determined, then the utility shall credit or refund the excess amount charged during the 12- month period preceding the date when the billing error was discovered. Ifthe actual consumption and/or demand incurred by that customer during the billing periods subject to adjustment cannot be determined, then the credit shall be d. Ifan overcharged customer owes a past due balance for the same type of service on which an overcharge occurred, the utility may deduct the past due amount  based on an appropriate estimated usage and/or demand.  from any credit.  (2) Ifthe utility has undercharged any customer as the consequence ofai fraudulent or willfully misleading action on that customer's part, or any such action by any person other than the employees or agents oft the utility, such as tampering with, or bypassing the meter where iti is evident that such tampering or bypassing occurred during the residency of that customer, or ifit is evident that a customer has knowledge of! being undercharged without notifying the utility as such the utility shall recover the deficit amount as a. Ifthe interval during which the customer was undercharged can be determined, then the utility shall collect the deficient amount incurred during that entire interval, provided that the applicable statute oflimitations is not exceeded.; b. Ifthe interval during which a customer was undercharged cannot be determined, then the Utility may collect the deficient amount incurred during the six months period preceding the date when the billing error was discovered by the utility. For ac customer having an electric demand of 501 KW or greater, the maximum period Ifthe service consumption and/or electric demand incurred by that customer during the billing periods subject to adjustment cannot be determined, then the adjustment shall be based on an appropriate estimated consumption and/or electric d. The customer shall be allowed to pay the deficient amount, in equal installments in addition to the regular monthly bills, over the same number of billing periods which occurred during the interval the customer was subject to pay the deficient Per Town Code Section 58-30, all repairs and replacement of meters, made necessary by the carelessness or interference of patrons, shall be made by the Town at the expense of the patron sO offending, and the cost thereof shall be  provided by the following:  shall be 12 months.  demand.  amount.  collected as electric bills are collected.  (3) Ifthe utility has undercharged any customer as the result ofa misapplied schedule, an error: in the reading oft the meter, a skipped meter reading, or any other human, machine, or meter error, except as provided in (2) above, then the Utility Shall recover the deficient a. Ifthe interval during which a customer was undercharged can be determined, then the utility may collect the deficient amount incurred during the entire interval up to a maximum period of six months. For a customer having a demand of 50 kWof  amount as provided by the following:  greater, the maximum period shall be 12 months.  Adopted by Town Council on [insert date]  7    b. Ifthe interval during which the customer was undercharged cannot be determined, then the utility shall collect the deficient amount incurred during the 12-month period preceding the date when the billing error was discovered by the utility. Ifthe consumption and/or demand incurred by that customer during the billing periods subject to adjustment cannot be determined, then the adjustment shall be based on an appropriate estimated consumption and/or demand. d. The customer shall be allowed to pay the deficient amount, in equal installments in addition to the regular monthly bills, over the same number of billing periods which occurred during the interval the customer was subject to pay the deficient  amount.  (4) This rule is not intended to prohibit equal payment plans, wherein the charge for each billing period is the estimated total annual bill divided by the number of billing periods prescribed by the plan. However, the incorrect billing under equal payment plans shall be (5) This rule shall not be construed as to prohibit the estimation of a customer's consumption for billing purposes when it is not feasible to read the customer's meter on a particular (6) Ift the meter error is found upon test to be not more than 2% fast or slow, the utility shall not be required to make al billing adjustment under (1) above or allowed to make al billing  subject to this rule. occasion.  adjustment under (3) above. Account Balances/Transfers  When customers with previous utility services with the Town of Bedford apply for service, a deposit may be required. In addition, all outstanding balances on previous utility accounts, including delinquent accounts subject to the overdue collection procedures, and delinquent balances from an active account must be paid before services are transferred. Any current balances, as well as a current final bill amount, may be transferred to the new account and due as originally billed. Ifa delinquent final account balance is discovered after the customer has obtained new service, the Town may transfer the delinquent balance oft the final account to the customer's new active account. Any deposit on the current account may be transferred to deposit receivables on the new account. Additional deposit may be assessed on the new account depending on the amount of the deposit required for the new location. The deposit will be applied to any outstanding balance on a final billed account, and the credit balance, ifany, refunded to the customer, or transferred to the customer's other active ori inactive account.  Customers Needing Payment Assistance  The Town of Bedford does not waive or extend time for utility payments. Ifa customer should experience a severe, unique circumstance that will prevent payment of the current utility bill by the disconnect date, the customer must contact the Finance Deparment/Treasurers Office within 15 days after the bill due date to request consideration for a payment plan arrangement. Payment An account will not be eligible for aj payment arrangement plan ift the account has incurred delinquent payment fees or administrative fees prior to the most current bill, returned check fees  arrangements will be considered only for the current billed amount.  orl having services disconnected for non-pay within the last 12 months.  Adopted by Town Council on [insert date]  8    The customer will be required to complete a "Payment Arrangement Agreement" form provided by the Town. This form is available in the Treasurer's Office located at 215 E. Main Street, Bedford, VA 24523, and may be provided by email or fax upon request. The customer will have no more than five days from the request date to complete the form and return it to the Treasurer's Office. The request will be reviewed and the customer will be contacted within five days advising for terms of approval or reason for denial. Approval ofany payment extension fora unique circumstance is at the sole discretion of the Deputy Treasurer or Treasurer. The Department of Social Services, a department of Bedford County, administers limited heating and cooling assistance programs for eligible low-income parents of young children, elderly, and disabled residents. These programs are offered through the Virginia Department of Social Services. Information regarding Energy Assistance (EA) can be located at  ntips/www.dSs.VI.vTgina.govVpenenvea/ndex.cg.  In addition, there are several nonprofit organizations and churches who aid community members experiencing financial difficulties. Please contact the Treasurer's Office/Finance Department for  an updated list of participating organizations. Service Disconnections for Non-Payment  Residential customers must pay the bill by the printed due date to avoid penalties. Payments made before or by the bill due date will either establish or maintain a good payment record. To avoid penalties, full payment oft the billed amount must be received by the Treasurer's Office by 5:00 p.m. on the due date, unless such day is a Saturday, Sunday, or municipal holiday, in which case, payment must be received by 5:00 p.m. on the following business day. Ifpayment is not received by 5:00 p.m. on the bill due date, then aj penalty of3% or $5.00, whichever is more, will For purposes of the overdue collections process, "current bill" is defined as the most recently rendered bill that has a future bill due date. "Bill in arrears" is defined as an outstanding bill that is past the due date oft the bill. "Delinquent bill" is defined as a bill that is more than 30 days past Balances remaining unpaid after the original due date and up to 45 days thereafter are subject to the overdue collections process including but not limited to, assessed penalties, past due and delinquent notices, assessed delinquent payment fees and disconnection ofs services for  be applied to the account.  the due date of the bill.  nonpayment.  Ift the delinquent account is not paid by 5:00 p.m. on the 45th day after the original bill due date, a reconnection fee will be assessed and services may be disconnected the next work day. The customer must pay the delinquent portion of the account, including any assessed penalties and Per State Code S 15.2-2121.3.D, if the residential customer participated in the Home Energy Assistance Program through the Department of Social Services in the last 12 months, the customer is eligible to have service restored for a deposit of no more than 25%. This provision  reconnection fees of$50 before services are restored.  only applies once every three years.  Adopted by Town Council on [insert date]  9    Weather extremes will be considered prior to the issuance of disconnect orders. Disconnects will not occur on days when the National Weather Service report for Bedford projects temperatures lower than 32 degrees or higher than 92 degrees within the 241 hours following the scheduled disconnection. Once temperature projections are within the designated temperatures for 24 hours, disconnect orders will be issued without further notification to the customer. No action will be taken to disconnect a service for non-pay on Fridays, weekends, state/municipal holidays, or the At returned check that was rendered to restore disconnected services will result in immediate disconnection ofs services. Returned checks may result in the account status designated as "cash only", and may be subject to a deposit or an additional deposit being assessed. Ifdelinquency remains unpaid after 7 days oft the disconnected electric service, the account will be moved from active status to final status, and the customer must re-apply to obtain serviçes. Exceptions for the re-apply process for medical reasons may be approved by the Treasurer on a Reconnects will be performed by the utility in a timely manner, during regular working hours for field personnel ending at 3:30 p.m., after full payment of the delinquent balance has been made. Reconnections paid after 3:30 p.m. until the closure oft the Treasurer's Office which require same day service will incur an additional $50 charge. The reconnection schedule will be managed in a manner to assure speedy restoration ofs service while making the most efficient use ofavailable  dayi immediately preceding a state/municipal holiday.  case-by-case basis.  personnel and equipment. Final Account Reconciliations  Customers with unpaid balances on previous inactive accounts must pay any outstanding balances, including applicable penalties and other late fees assessed, before new service initiation. Customers must pay any past due balances on an active account before service initiation at another location. Current and final bill balances, including applicable deposit and interest, may be transferred to the customer's new account and payable according to the original Outstanding balances on active accounts, including applicable penalties and other late fees not transferred through the normal service transfer process, may be transferred to the customer's Customers with credit balances on final accounts will be refunded within 30 days of the final bill due date. Checks are made payable to the account holder of record and mailed to the address provided at the time of termination or the address ofr record on the account. Inl lieu ofrefund, credit balances may be transferred to an active açcount. Credit balances of Outstanding balances on an account with no other active account for transfer will be submitted towards the collections process. The customer will be responsible for any additional fees related  bill due date.  active account and payable according to the original due date.  $1.00 or more will be refunded.  to collections.  Adopted by" Town Council on [insert date]  10    Bill Inserts and Flyers  The Town of Bedford allows governmental, non-profit, and community service organizations the ability to include full-page bill inserts and flyers with the monthly utility bills. The content oft the flyer must be relevant to our customers or offer a community benefit. Inserts or flyers that promote commercial products or services are: not allowed, unless they are part ofa a utility program. Flyers must contain the logo oft the organization or a disclaimer that content is provided by an external organization. A PDF or Word copy ofthe flyer must be approved in advance by the Utility Billing Supervisor or Treasurer. Only one additional insert will be approved per billing cycle on a first reserved basis. The additional cost for printing and distribution must be covered by the requesting organization, which will be billed based upon actual charges incurred above ai minimum charge of $350. If the organization prints material for distribution, there will be no additional charge and the hard copies must be provided by the organization one week prior  tot the Town's bill printing schedule.  Inspection  Itisi in the interest of the customer to properly install and maintain his or her wiring and electrical equipment, and the customer shall at all times be responsible for the character and condition thereof. The Town is not required to inspect such wiring or electrical equipment, and ini no event shall the Town be responsible therefor or liable for any damages to person or property caused by Where a customer's premises are located in a municipality or other governmental subdivision where inspection laws or ordinances are in effect, the Town may withhold furnishing service to new installations until it has received notification from the appropriate governmental official that  such wiring or equipment.  the inspection laws or ordinances have been complied with.  Service Connections  The Town shall, when requested to furnish service, designate the location ofits service connection. The customer's wiring shall, except for those cases listed below, be brought outside the building wall nearest the Town's service wires sO as to be readily accessible thereto. When service is from an overhead system, the customer's wiring shall extend at least 18 inches beyond All inside wiring shall be grounded in accordance with the requirements of the National Electrical Code or the requirements of any local inspection service authorized by a state or local When a customer desires that energy be delivered at a point or in a manner other than that designated by the Town, the customer shall pay the additional cost thereof. The Town shall provide underground distribution and/or underground services toi individual customers, to groups of customers, or to real estate developers in accordance with the Underground Installation Plan. Copies of the Underground Installation Plan are available at the  the building.  authority.  Electric Department office.  Adopted by Town Council on [insert date]  11    Whenever service (other than temporary service) is initiated to any customer at any particular location, or resumed after discontinuance at the request oft the customer, a service charge of $10.00 will be made. Ifa field trip is required or requested to connect the service, a connection  charge of $25.00 will be made.  Relocation of Town Facilities at Customer's Request  Whenever, at the customer's request, the Town's facilities located on the customer's premises are relocated to suit the convenience oft the customer, the customer shall reimburse the Town for  the entire cost incurred in making such relocation.  Liability  The Town shall use reasonable diligence in attempting to furnish a regular and uninterrupted supply of energy, but the Town does not guarantee uninterrupted service. The Town shall not be liable for damages for injury to person or property in the event such supply is interrupted or fails by reason of an act ofGod, the public enemy, accidents, labor disputes, orders or acts of civil or military authority, breakdowns or injury to machinery, transmission lines, distribution lines or other facilities oft the Town, extraordinary repairs, or any other occurrence beyond the Town's control, or any act oft the Town to interrupt service to any customer whenever such interruption is necessary to prevent or limit any instability or disturbance on the electric system of the Town of Unless otherwise provided in a contract between the Town and the customer, the point at which service is delivered by the Town to the customer, to be known as the "delivery point," shall be the point at which the customer's facilities are connected to the Town's facilities. The Town shall not be liable for any loss, injury or damage resulting from the customer's use of his or her equipment or use of the energy furnished by the Town beyond the delivery point. The customer shall provide and maintain suitable protective devices on his or her equipment to prevent any loss, injury or damage that might result from single phasing conditions or any other fluctuation ori irregularity in the supply of energy. The Town shall not be liable for any loss, injury or damage resulting from a single phasing condition or any other fluctuation ori irregularity in the supply of energy which could have been prevented by the use ofs such protective devices. The Town shall provide and maintain the necessary line or service connections, transformers (when same are required by conditions of contract between the parties thereto), meters and other apparatus which may be required for the proper measurement of a protection ofi its service. All  any electric system interconnected with the Town.  such apparatus shall be and remain the property of the Town.  Customer's Liability  In the event of loss or injury to the Town's property through misuse by, or negligence of, the customer, or the customer's: agents and employees, shall be obligated for and shall pay to the The customer and its agents and employees shall not tamper with, interfere with or break the seals of meters or other equipment of the Town installed on the customer's premises, and the  Town the full cost of repairing or replacing such property.  Adopted by Town Council on [insert date]  12    customer assumes all liability for the consequences thereof. The customer agrees that no one, except the agents and employees ofthe Town, shall be allowed to make any internal or external adjustments to any meter or other piece ofapparatus which belongs to the Town. The Town shall have the right at all reasonable hours to enter the premises oft the customer for the purpose ofinstalling, reading, removing, testing, repairing, replacing or otherwise disposing ofit its apparatus and property. The Town shall have the right to remove any or all of the Town's  property in the event oft termination of the customer's service for any reason.  Location and Maintenance of Town's Equipment  In order to provide service to the customer, the Town shall have the right to construct its poles, lines and circuits on the customer's property and to place its transformers and other apparatus on the property or within the buildings of the customer at aj point or points convenient for such purpose. The customer shall provide suitable space for the installation ofr necessary measuring instruments SO that such instruments will be protected from injury by the elements or through the  negligence or deliberate acts of the customer, its agents and employees.  Use of Energy by the Customer  The tariff schedules for electric energy are classified by the character of use of such energy and Where tariff schedules require written contractual arrangements, its shall be understood that upon the expiration ofa contract, the customer may elect to renew the contract upon the same or another schedule published by the Town available and applicable to the customer's requirements: except that in no case shall the Town be required to maintain transmission, switching or transformation equipment (either for voltage or form of current change) different from ori in addition to that generally furnished to other customers receiving electrical supply under the terms Ac customer may not change from one schedule to another for a period of one year except with The service connections, transformers, meters and appliances supplied by the Town for each customer have a definite capacity and no additions by any customer other than residential customers receiving service under Tariff Schedule R.S. to the equipment, or load connected The customer shall install only motors, apparatus or appliançes which are suitable for operation inc connection with the character of the service supplied by the Town and which shall not be detrimental to such service. The electric power shall not be used in such a manner as to cause unwarranted voltage fluctuations or disturbances in the Town's transmission and distribution  are not available for service except as provided therein.  of the applicable schedule. the consent oft the Town.  thereto, shall be allowed, except with the consent of the Town.  system.  Adopted by Town Council on [insert date]  13    All apparatus used by the customer shall be designed, maintained and operated so as to secure the highest practicable commercial efficiency and power factor and the proper balancing of phases. Motors which are frequently started or which are arranged for automatic control shall be designed in a manner which gives maximum starting torque with minimum current flow, and shall be equipped with controlling devices approved by the Town. The customer shall notify the Town of any significant increase or decrease in the customer's connected load. The customer shall not be permitted to operate his or her own generating equipment inj parallel with the Town's service, except with the express written consent oft the Town. The resale of energy shall be permitted only with the express written consent of the Town.  Power Factor of Lighting Equipment  When neon, fluorescent, or other types of lighting equipment having similar power factor characteristics are installed, the customer shall furnish, install and maintain, at his or herown expense, corrective apparatus designed to increase the power factor oft the individual units or the equipment, including signs, is moved to a new location, for purposes ofthis paragraph a new  installation of the equipment shall be deemed to have occurred.  Voltage  The Town shall endeavor to supply voltages within the following limits:  1. For electricity supplied for residential service in urban areas, the variation from nominal voltage to minimum voltage will not be more than 5% oft the nominal voltage, and the variation from nominal voltage to maximum voltage will not be more than 5% ofthe 2. For electricity supplied for residential service in all other areas, the variation from nominal voltage to minimum voltage will not be more than 7.5% of the nominal voltage, and the variation from nominal voltage to maximum voltage will not be more than 7.5% 3. For electricity supplied for other services, the variation from nominal voltage to minimum voltage will not exceed 7.5% oft the nominal voltage, and the variation from nominal voltage to maximum voltage will not exceed 7.5% of the nominal voltage. The Town shall not be responsible for variations in voltage in excess of those specified above  nominal voltage.  of the nominal voltage.  arising from causes beyond the control ofthe Town.  Domestic Service  Individual residençes shall be served individually under Schedule R.S. (Residential Electric Service). The customer may not take service for two or more separate residences through a single point of delivery under Schedule R.S., even ift the customer owns all ofs such residences. An apartment owner shall provide separate wiring for each apartment sO that the Town may supply  each such apartment separately under Schedule R.S.  Adopted by Town Council on [insert date]  14    Except in the case of certain home occupations as defined hereinafter, Schedule R.S. shall cease to apply to that portion ofa residence which becomes regularly used for business, professional, institutional or any gainful purposes other than agricultural. Under these circumstances, the customer shall have the choice: (a) ofseparating the wiring SO that the residential portion of the premises is served through a separate meter under Schedule R.S. and the other uses as enumerated above are served through a separate meter or meters under the appropriate general service Schedule, or (b) oftaking the entire service under the appropriate general service Schedule. Single phase motors of 10H.P., or less, may be serviced under Schedule R.S. Larger motors may be served when the existing service facilities of the Town are adequate. Schedule R.S. shall apply to residences with "Home Occupations" which meet the following a. The home occupation shall be operated by the members of the family residing on the premises and no article or service shall be sold or offered for sale except by members of b. The processing, servicing and storage involved in the home occupation shall be totally within the main building and shall not occupy more than twenty-five percent (25%) oft the C. The presence of the home occupation shall not change the outside appearance oft the dwelling, nor shall any signs for the home occupation be permitted. Detached buildings actually appurtenant to the customer's residence, such as a garage, stable, or barn, may be served by an extension oft the customer's residential wiring through the residential  special requirements:  the immediate family residing on the premises.  floor area within said building.  meter.  Extension of Service  The Town will supply secondary voltage and meter service at one delivery point through overhead facilities ofal kind and type oft transmission or distribution line or substation equipment normally used by the Town. Whenever a customer requests the Town to supply electricity ata higher voltage or in ai manner which requires equipment and facilities other than that which the Town would normally provide, then the customer will pay the Town a Contribution in Aid-of- Construction equal to the additional cost of all such additional facilities. The Town will provide up to one: span of overhead single-phase line from an existing primary circuit to the delivery point free of charge (includes one pole, lines and equipment to serve a typical residential customer). After one span, the customer will reimburse all costs associated with each additional foot. This will include trucks, materials, and labor. In addition, the customer shall clear all right Unless the Town has reason to question the credit standing of the customer or customers requesting a service extension, the electriçal facilities oft the Town will be extended or expanded tos supply electric service as described below. Ift the Town has reason to question the credit standing oft the customer requesting the service extension, in addition to applying the following conditions, the Town may require that the customer give sufficient security to ensure that bills  ofway and secure all easements.  rendered for electric energy will be paid.  Adopted by Town Council on [insert date]  15    The Town will, for single phase service up to and including 25 kW estimated demand under Schedules S.W.S. and S.G.S. extend service not more than one span from existing secondary facilities of3 300 volts or less where capacity is presently available, at no charge to the customer. For service delivered under Schedules S.W.S., S.G.S., and L.G.S. and to multiple housing projects served under any oft the Town's available tariff schedules up to demands of 5001 kW, requiring new facilities not covered above, the Town will: provide secondary transformers and the cost equivalent of one overhead span as described above. All other costs will be assessed to the customer or the customer will be given the opportunity to trench and supply conduit for underground service at their cost. All remaining costs will be assessed to the customer. For service to be rendered for demand levels higher than those specified above under Schedules S.W.S., L.G.S., and for projects with multiple housing units served under any oft the Town's available tariffs schedules, and for service rendered under Schedule L.C.P., the customer shall pay the incremental local connection cost to service unless otherwise offset by local funding sources such as those available from economic development agencies. Such charges may be adjusted by Ift the Town has reason to question the financial stability of the customer requesting a service extension or the duration oft the customer's electric service requirements, or ifthe customer's service requirements are seasonal or temporary, ori ift the customer's utilization equipment requires special facilities (for example, arc furnaces and spot welders), the Town may, at its option, in addition to imposing the above conditions, (a) require the customer to execute the Advance and Refund Line Extension Agreement; (b) require a Contribution in Aid-of- Construction; (c) require a long-term contract; and/or (d) require a special minimum charge or definite and written guarantee from the customer in addition to any minimum payment required Ift the Town has reason to question the financial stability oft the customer requesting a service extension or the duration oft the customer's electric service requirements, or ifthe customer's service requirements are seasonal or temporary, ori if the customer's utilization equipment requires special facilities (for example, arc furnaces and spot welders), the Town may, at its option, in addition to imposing the above conditions, (a) require the customer to execute the Advance and Refund Line Extension Agreement; (b) require a Contribution in Aid-of- Construction; (c) require a long-term contract; and/or (d) require a special minimum charge or definite and written guarantee from the customer in addition to any minimum payment required Ifat any time the financial condition oft the Town is such that it cannot issue debt securities neçessary to pay for the construction of new facilities, the Town may require from the customer a Contribution in Aid-of-Construction and/or execution by the customer of the Advance and Refund Line Extension Agreement to cover the total cost of tapping existing transmission or distribution lines and increasing existing station capacity and new facilities required to serve new  the Town Manager or Town Council.  by the applicable Schedule.  by the applicable Schedule.  or increased loads.  Adopted by Town Council on [insert date]  16    Outdoor Lighting  The Town will install a security light and pole on the customer's residential property for the fee in the adopted rate. schedule, which is $100 at the date oft this policy adoption. Pole must be placed in an area that is accessible for equipment. Commercial and industrial areas, including schools and churches, are not eligible for the Town's installation service and must procure separate installation services. The monthly rate and terms are included in the Tariff Schedule O.L. A customer moving from al location with a contracted outdoor light will be relieved from the remaining contract payments providing the new customer is willing to assume responsibility  for the remainder of the term.  Solar  The need for additional metering or modifications to existing metering will be reviewed on a case-by-case basis and shall be consistent with the Town's metering requirements. Customer is responsible for any incremental metering costs. The Town does not buy or bank excess energy. Customer's production may offset usage only. Battery storage for energy generated is strongly encouraged by the Town. Further information may be found ini the Town's Generator Interconnect Requirements Policy. A $500 fee is required to process the application.  Claims for Damages  Claims against the utility for any damage should be filed in writing with the Town's Human Resources Department sO that the Town may file the claim with the Town's insurance provider.  A claim request may be emailed to hr@bedfordva.goy.  Dispute Hearings  An appeals process is available to address billing disputes. This procedure is available to address disputed billing amounts and/or the customer's rights to be served by the utility. The dispute hearing process is not available to address matters pertaining to the payment of deposits, Ifa customer is not satisfied with the handling of al billing complaint by Town personnel, he or she may request a dispute hearing presided over by a Hearing Officer, a non-utility billing employee appointed by the Town Manager. The Hearing Officer is responsible for conducting dispute hearings in a fair, non-controntational manner. Dispute hearings are scheduled at the customer's convenience during normal business hours, Monday through Friday, 8:30 a.m. - 5:00 p.m. in the conference room at the Town of Bedford Municipal Building located at 215E E. Main Ac customer desiring a dispute hearing should forward the request to any Treasurer Clerk, Utility Billing Clerk, the Deputy Treasurer or the Utility Billing Supervisor. The employee receiving the The customer's obligation to pay undisputed and subsequent charges continues pending resolution of the appeal. However, the disputed service charges only will not be subject to  penalties or other delinquent payment fees.  Street, Bedford, VA 24523.  request is then responsible for initiating hearing arrangements.  Adopted by" Town Council on [insert date]  17    penalties or other delinquent fees or subject to service disconnect while a hearing/decision is Notice oft the hearing and copies of pertinent information will be delivered to the customer, Hearing Officer, and participating Town employees at least one week prior to the scheduled hearing. The customer also has the right to examine the Town's records pertaining to the Town personnel involved ini the dispute or designee will attend the dispute hearing. The customer has the right to have a representative at the hearing, to testify, and to present witnesses. The Hearing Officer will render a decision in writing within 10 business days following the dispute hearing oft the customer, outlining the course of action, ifany, to resolve the matter. The decision of the Hearing Officer will be final. Any adjustments or other actions on behalf of the Town as recommended by the Hearing Officer will be completed as soon as possible after the  pending.  customer's service.  decision letter is received. Denial or Discontinuance of Service  Except as may be otherwise provided by law, the Town reserves the right to refuse to serve any applicant for service, or to discontinue to serve any customer after ten days' notice in writing, if the applicant customer is indebted to the Town for any service previously rendered at any location; provided, however, that no such notice shall be given where any emergency exists or where fraudulent use of electricity is detected. The Town may: refuse to provide service to any applicant ifin the Town' 's reasonable judgment, the applicant's installation of wiring or electrical energy consuming equipment is regarded as dangerous or creating al hazardous condition or of The Town reserves the right to discontinue to serve any customer should his location be unreachable due to the condition of roads, bridges or other infrastructure that will not permit the safe passage of service vehicles or for failure to provide and maintain adequate security for the payment ofb bills as requested by the Town, for failure to comply with these Terms and Any discontinuance of service shall not terminate the contract between the Town and the customer, nor shall it abrogate any minimum charge which may be effective.  such condition that satisfactory service cannot be provided.  Conditions of Service or toj prevent fraud upon the Town.  Adopted by Town Council on [insert date]  18    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Town of Bedford Equal Opportunity Employer Statement DATEOF COUNCIL MEETING: July 9,2024  DATE: July3.2024  PRESENTATION:  The" Town's written position on Equal Opportunity needs tol be updated on a regular basis. When approved by Town Council, the signed  written statement is posted on the Town's Legal Posting Board in thel Municipal Building. Legal counsel has reviewed and approved the updated Equal Opportunity Statement.  ACTION REQUESTED:  Town Council is requested to approve the written statement as the Town's position on Equal Opportunity.  YES NO OTHER  ROUTING  DATE: APPROVED () DENIED DEFERREDTO:  BLACK CARSON FOREMAN () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWN ATTY. () I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () ENGINEERING ( ) OTHER () () FINANCE ()() () FIRE DEPT. () ()() () H.R.  () )  () ()    TOWN OF  215 E. MAIN: STREET BEDFORD, VA 24523  BEDFORD LIFE. LIBERTY. HAPPINESS.  (P) 540.587.6001 (F)540.587.6143  Town ofBedford Equal Opportunity Employer Statement  The Town of Bedford is an Equal Opportunity Employer, and hereby affirms that it is the policy of the Town to maintain and promote equal opportunity and diversity for all employees, applicants for employment and contractors in accordance with the relevant federal and State The Town will not discriminate on the basis of race, religion, color, national origin, sex, age, disability, marital status, veteran status, sexual orientation, ancestry, or citizenship status. In support of a diverse workforce, decisions as to hiring, promotion and other aspects of the employment relationship will be based solely upon job related qualifications. The Town will not tolerate any kind of harassment of employees or retaliation against an employee who brings a complaint forward. Allegations of harassment will be taken seriously, promptlyi investigated, and appropriate action taken depending on the severity oft the situation.  Laws.  Adopted this 9th day of. July, 2024  Mayor  Clerk of Council  WWWBEDFORDVASOV