11-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 1 of 18 RFP Title: Generator Maintenance Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize a non-exclusive agreement for generator maintenance services for the City of Fort Worth on an “as needed” basis. Prospective responding proposers should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful proposer(s) is known hereafter as “Contractor”/ “Vendor.”

2.0 BACKGROUND

Historic spending for generator maintenance and repair services has been provided to assist bidders in the preparation of their bid response. This information is provided for reference only and reflects the spending under the prior bid. Please note that the previous award may have included non-exclusive agreements with multiple vendors. Nothing in this solicitation should be construed as the City making a guarantee of a specific amount of purchases of goods or services. The previous spend for this requisition from fiscal year 2022-2023 is $230,000.00.

3.0 SCOPE OF SERVICES

3.1 Proposer Requirements

3.1.1 Have a minimum of 5 (five) years of experience providing shoring and trenching rental services similar or related to the Scope of Services.

3.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

3.2 Locations

3.2.1 These services shall be performed on, but not limited to, the generators listed on Attachment B - Locations of Generators.

3.2.1.1 The City reserves the right to add or delete generators and/or locations

3.2.1.2 As new generators are purchased, they will be placed on this agreement through an addendum for the maintenance

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 2 of 18 and repairs not covered under a manufacturer’s warranty and/or guarantee and when warranties and/or guarantee expire.

3.2.2 Items shall be delivered within 48 hours from order being placed. There may be instances where a Department will need the items on the same or next day due to repairs needed for an event. The Department shall also have the ability to pick up the item(s) from the Vendor.

3.3 Preventative Maintenance

3.3.1 Preventative Maintenance (PM) – See Attachment A –

Additional Specifications of Preventative Maintenance for additional maintenance requirements.

3.3.2 Contractor shall contact the responsible department to set up PM schedules

3.3.3 Maintenance shall be scheduled during regular hours (8:00am to 5:00pm)

3.3.4 Maintenance shall include and be in accordance with

manufacturer’s recommended guidelines and Attachment A - Additional Preventative Maintenance, but not limited to:

3.3.4.1 Check fuel level and drain separator and add fuel

additive, as applicable;

3.3.4.2 Change on an as needed basis: motor oil, oil filter, air filter, fuel filter, belts, hoses, and/or antifreeze;

3.3.4.3 Perform analysis on oil (annually), fuel and coolant;

3.3.4.4 Replace ignition parts (gas-gasoline units only);

3.3.4.5 Test all safety shutdowns;

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3.3.4.6 Visual inspection of entire generator for signs of

damage, leaks and corrosion;

3.3.5 Load Bank Testing

3.3.5.1 Proposer shall maintain the Maintenance Services

Quality Control. A minimum two-hour load bank test shall be performed on each of the generators at the time of the PM

3.3.5.2 A minimum two-hour load bank test shall be performed

on each of the generators at the time of the PM.

3.3.5.3 Load Bank equipment rental costs and personnel costs

shall also be included in the PM.

3.3.5.4 Load Bank and PM should be performed at different

times.

3.3.5.5 Load Bank sizes required per size of generator in

Attachment A.

3.3.5.5.1 Test Results

3.3.5.5.2 Contract will provide to the City a copy of all

test results upon completion of PM, to include, but not be limited to fuel, oil and coolant analysis, and safety shutdowns. A copy of the results shall be provided to the City within five

(5) business days.

3.4 Automatic Transfer Switch (ATS) Maintenance

3.4.1 The Contractor shall provide inspection, testing, cleaning, and maintenance of all automatic transfer switches (ATS) associated with generator systems. Services shall be performed in accordance with manufacturer recommendations and industry’s best practices.

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 4 of 18

3.4.2 Maintenance shall include visual inspections, functional testing, cleaning of internal components, verification of electrical connections, calibration of sensing and timing functions, and full operational test simulating a power transfer.

3.4.3 A written service report detailing all findings, deficiencies, and corrective actions shall be provided for each ATS service.

3.4.4 Testing the Transfer Switch to ensure that it is functioning as designed and will operate in the event of a power outage.

3.5 Repairs

3.5.1 The Contractor shall perform all repair work necessary to ensure the proper function, and operation of equipment provided of all systems. All repairs must be performed to meet the most recent, applicable codes, laws, and regulations

3.5.2 The Contractor shall complete repair and /or identify repairs needed of the equipment within eight (8) hours after arrival with the following exceptions:

3.5.2.1 If additional parts are required from outside a 100-mile radius of the equipment location, then repair should be completed within 24 hours for emergencies and 72 hours for routine situations.

3.5.2.2 Restoration of service following a catastrophic event such as fire(s), storm(s), earthquake(s), theft, intentional or accidental damage, shall be on the same basis as an emergency interruption with around-the-clock effort until full service is restored.

3.5.2.3 If during the emergency repair of a generator, the City determines a rental generator is required, Contractor shall provide a rental unit until the City’s generator is repaired and fully functional.

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3.5.3 In addition, Contractor shall supply rental generators if an emergency arises that requires the use of a rental generator.

3.5.4 All rentals shall be approved by an authorized City employee.

3.5.5 All rentals shall be billed at the Contractor’s costs as bid.

3.5.6 The City reserves the right to obtain rental generators elsewhere if it serves the best interest of the City to do so.

3.6 Service Reports

3.6.1 Contractor shall complete and furnish a service report for each maintenance or service call with the invoice and shall include, but not be limited to the following:

3.6.1.1 Date and time notification was received;

3.6.1.2 Location of the equipment;

3.6.1.3 Date and time of arrival;

3.6.1.4 Type and model of equipment;

3.6.1.5 Time spent for repair;

3.6.1.6 Description of malfunction and repair;

3.6.1.7 Date and time the equipment is made operational;

3.6.1.8 Part(s) ordered.

3.6.2 Detailed description of all completed repair work certifying equipment is in working order shall be signed by an authorized City employee at the time the work is performed and shall accompany the invoice for such work.

3.6.3 Returned within 48hours

3.6.4 Contractor will not be “paid” until the service report is

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 6 of 18 submitted.

3.7 Service Records

3.7.1 In addition to the service report(s), Contractor shall maintain a complete record of all services performed on each piece of equipment, including all parts replaced. The service record shall be an individual record identifying each piece of equipment explicitly, with a complete history of service and all parts used.

All service records and all test results shall be furnished to the City for review.

3.8 Response Times

3.8.1 Contractor shall respond to normal service requests within eight

(8) hours or by the time agreed upon by the authorized City employee and Contractor.

3.8.2 Contractor shall be on site within four (4) hours when

emergency services are requested or by the time agreed upon by the authorized City employee and Contractor.

3.9 Hours of Service

3.9.1 The PMD Fleet Manager or designee will contact the Vendor to schedule re-inspection and retesting of failed units after repairs have been completed on the failed units, if applicable.

3.9.2 Regular hours shall be from 8:00 A.M. to 5:00 P.M., Monday through Friday.

3.9.3 Overtime hours shall be from 5:01 P.M. to 7:59 A.M., Monday through Friday; and all hours, Saturday and Sunday.

3.9.4 Holiday hours shall be all City of Fort Worth observed holidays (New Year’s Day, Martin Luther King Day, Memorial Day, Juneteenth, July Fourth, Labor Day, Thanksgiving Thursday and Friday, and Christmas).

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3.9.5 Emergency response service will be 24 hours a day, seven (7) days a week, including holidays.

3.10 Contractor Responsibilities

3.10.1 Supervision

The Contractor shall, during all periods of contract performance, provide competent supervision of his employees to assure complete and satisfactory fulfillment of the work and the terms of this Contract. The Contractor or a capable, fully authorized representative must be immediately available during all work activities to receive any and all special instructions from the Purchasing Manager or designee.

3.10.2 Safety

The Contractor must be thoroughly familiar with all prevailing safety measures pertinent to its operations. This shall include, but not necessarily be limited to Environmental Health Agency (EPA) regulations, Fort Worth City Ordinances, and Occupational Safety and Health Agency (OSHA) regulations. In addition, the Contractor shall be wholly responsible for instructing its employees in these safety measures and seeing that they are fully complied with in every respect.

3.10.3 Hazards

The Contractor shall at no time permit placing or use of equipment in such manner as to block traffic lanes or to create safety hazards. Contractor personnel shall provide appropriate warning devices when necessary and cooperate in the fullest in allowing through passage of other vehicles and personnel, even to the point of interrupting their own work, if necessary.

3.10.4 Defective Work and Damages

The Contractor shall be wholly responsible for and shall promptly correct or restore all defective work or damages to any/all City facilities caused by its activities. Restoration and

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 8 of 18 correction shall be to the complete satisfaction of the City.

This shall apply to any part of a building, its appurtenances, the adjacent grounds, or any other tangible damage incurred in the performance of the Contract. Failure by the Contractor to proceed promptly with corrective actions may be cause for cancellation of this Contract with amount(s) necessary to correct defective work and/or damage being withheld from payments due or to become due to the Contractor.

3.10.5 Clean Up

The Contractor shall keep City premises free at all times from accumulation of waste materials or rubbish. At the completion of the work, the Contractor shall remove all waste and rubbish from and about the work area, as well as tools, equipment and surplus materials, and shall leave the area as clean and free of spots, stains, etc., as before the work was undertaken.

3.10.6 Regulations

Contractor shall comply with all applicable federal, state, and local laws, ordinances, rules, and regulations pertaining to the performance of the work specified herein even if they come into effect after the start of this agreement. All mandates requiring the City to comply with new guidelines will also require the City Contractors to comply.

3.10.7 Performance

Failure of the City to insist in any one or more instances upon performance of any of the terms and conditions of this contract shall not be construed as a waiver or relinquishment of the future performance of any terms and conditions, but the Contractor's obligation with respect to such performance shall continue in full force and effect.

3.11 Security and Identification

3.11.1 The Contractor shall abide by all City security procedures, rules and regulations, and shall cooperate with City

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 9 of 18 security/police personnel.

3.11.2 Under no circumstances shall the Contractor assign personnel who are not legally authorized to work in the United States of America.

3.11.2.1 If requested, Contractor shall provide I-9 forms for each employee assigned to the City’s Contract, and documentation supporting the submission of said forms.

3.11.2.2 If requested, Contractor shall provide all, if any, “No- Match” letters from the Social Security Administration.

3.11.3 If requested, a complete list of the Contractor's personnel, including driver license and social security numbers, shall be provided to the Contract Administrator after approval of award, but prior to the beginning of the Contract period

3.11.3.1 The same information shall be provided prior to the

assignment of a new employee.

3.11.4 A Contractor-issued identification badge identifying the worker as an employee of the Contracting firm is required and shall be visibly worn at all time during the performance of work.

3.11.5 Contractor personnel shall wear uniforms which identify the company

3.12 Background Investigations

3.12.1 All Contractor personnel shall have a criminal background check performed prior to being placed on City Contract.

3.12.2 Under no circumstances shall any Contractor personnel

having convictions or pending criminal hearings be assigned to the City Contract.

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3.12.3 If requested, Contractor shall provide copies of background check(s).

3.13 Drug Screening

3.13.1 Provisions shall be made for drug screening of all Contractor personnel.

3.13.2 If requested, the Contractor shall provide certification that all personnel working in a City facility are drug free prior to their assignment.

3.13.3 Additional drug screening may be requested; the Contractor, at his/her, cost shall have testing performed.

3.14 Warranty

The Contractor shall provide a warranty to include at a minimum, but not limited to the following:

3.14.1 The Contractor’s warranty with respect to the products repaired or replaced will run for one (1) year from date of repair or replacement and acceptance of such by the City or the manufacturer’s warranty, whichever is longer.

3.14.2 In addition to any other warranties in this contract, the Contractor warrants that all work and products supplied under this contract conforms to the contract requirements and is free from any defect in workmanship, equipment, material, or design furnished by the Contractor or any subcontractor or supplier at any tier.

3.14.2.1 The City shall notify the Contractor, within a

reasonable time after the discovery of any failure, defect, or damage.

3.14.2.2 Contractor agrees to remedy, repair or replace

promptly, at Contractor’s expense, on a one-for-one basis without additional cost to the City; any and all

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 11 of 18 defective work and products. The City defines "prompt" repair or replacement to be within twenty-four (24) hours after notification by authorized City personnel.

3.14.2.3 This warranty shall continue for a period of one (1) year from date of acceptance of products and work by the City.

3.14.3 The Contractor shall remedy at Contractor’s expense any damage to real or personal property owned by the City when that damage is the result of a defect of products furnished.

3.14.4 If the Contractor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Contractor’s expense.

3.14.5 This warranty shall not include failures attributable to accident, fire, or negligence on the part of operating (using) personnel.

3.14.6 With respect to all warranties, expressed or implied, for work performed and materials furnished from subcontractors, manufacturers, or suppliers under this contract, the Contractor shall:

3.14.6.1 Obtain all warranties that would be obtained in normal commercial practice;

3.14.6.2 Require all warranties to be executed in writing, for the benefit of City; and

3.14.6.3 Enforce all warranties for the benefit of the City.

4.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 12 of 18 excluding price points, will be considered for award.

5.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

5.1 Cost – up to 15 points available

5.2 Small Business Participation – up to 20 points available

5.3 Qualifications & Company Experience – up to 30 points available

5.4 Ability to meet City’s needs – up to 20 points available

5.5 Method of Approach – up to 15 points available

6.0 PRICING STRUCTURE

6.1 Provide a written firm-fixed price quote, based on the labor rates listed on the Bid Solicitation. The firm fixed price quotation shall include:

6.1.1 Description of the work to be performed.

6.1.2 Itemized estimate of the parts and materials, including manufacturer’s list price discount.

6.1.3 Timeline including proposed start and finish dates.

6.2 Understand that the submission of a firm fixed price quotation is evidence that the Contractor has familiarized himself/herself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, and the equipment, materials, labor, etc. required. No variation in price or conditions shall be permitted based on the claim of ignorance, negligence, or false representation.

6.3 Contractor shall understand that if alternative products are available to meet the sustainability goals of the City, these shall be submitted with the Contractor’s quote as an additional or alternative firm fixed price

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 13 of 18 quotation.

6.4 The Contractor shall immediately notify the Department Project

Manager or designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

6.5 Within one (1) business day of notification, the Contractor shall submit a written Project Quotation Change Request to the Department Project Manager or designee. The City reserves the right to reject any changes to the project firm fixed price quotation requested by the Contractor. Under no circumstances shall Contractor proceed with changes to the project firm fixed price quotation without approval from the Department Project Manager or designee. The Project Quotation Change Request shall include the following:

6.5.1 A description of the change or addition in the work and the reason for the change/addition, explaining the benefits of the change/addition.

6.5.2 The adjustment in the project time, if applicable.

6.6 If the City requests to change a fixed-price quote due to a change in the scope of work that would increase the number of labor hours required or the amount of materials required, the Contractor shall amend the original amount and, upon approval and acceptance by the Department Project Manager, of the amended fixed-price quote, shall be reimbursed for the changes

6.7 Unit prices will include all costs associated with the specified work, including, but not limited to: transportation and travel charges, loading charges, fuel charges, certification fees, shop fees, miscellaneous fees, environmental/hazardous disposal fees, and unspecified costs. NO

ADDITIONAL CHARGES WILL BE ACCEPTED OR PAID BY

THE CITY.

6.8 INVOICES

6.8.1 All invoices must match prior City-approved estimates or payment may be delayed. All charges must be identified on Vendor’s invoice billing statement, listed LINE by LINE by

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 14 of 18 individual charges.

6.8.2 Hours must be rounded to the nearest ¼ hour. Hours invoiced must be for actual hours spent at the City facility working on the equipment, at the hourly labor rate listed in the RFP.

6.8.3 If the final invoice needs to be updated for any reason (i.e.

charges, etc.), the date on the final invoice must be updated to match the date the revised invoice was submitted for processing.

6.8.4 INVOICE SUPPORTING DOCUMENTATION

6.8.4.1 Supporting Documentation for Labor charges must

include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Vendor must provide the City with documentation which identifies the per hour labor rate.

6.8.4.2 Supporting Documentation for Parts charges must

include, at a minimum: 1) a short and plain description of the part; 2) the vendor part number;

and 3) the vendor’s cost for the part and any markups.

6.8.4.3 Supporting Documentation for Freight Charges

must include, at a minimum, the total cost of the freight charges. Vendor must provide the City, at a minimum, with a Bill of Lading or Purchase Order as documentation of the freight charges.

6.8.5 The Vendor must obtain a Purchase Order number before

scheduling and performing any services.

7.0 CONTRACT AWARD PROCESS

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7.1 The Purchasing Division will facilitate and manage the evaluation process.

7.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

7.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

7.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

7.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

7.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

7.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

8.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

8.1 Proposal Format Requirements

8.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

8.1.2 All proposal sections shall be divided by submission titles. All

RFP Ref. #: 25-0248 Doc. Ref#: RFP-02 Page 16 of 18 pages within these sections shall be uniquely numbered for purposes of easy reference.

8.2 Response forms

8.2.1 Completed and signed RFP-02.

8.2.2 Completed and signed RFP-03.

8.2.3 Completed and signed RFP-04.

8.2.4 Completed and signed RFP-06.

8.2.5 Completed and signed RFP-07.

8.2.6 Completed and signed RFP-08.

8.2.7 Completed and signed RFP-09.

8.2.8 Completed Attachment B.

8.3 Technical Response

8.3.1 Submit proof of experience with the bid

8.3.2 List of Exceptions/Substitutions/Clarifications/Additions

8.3.2.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

8.3.2.2 If no exceptions are taken, please include a single

document stating “No Exceptions taken” in the Required section.

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8.3.2.3 It is extremely important for the Proposer to make

clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

8.3.2.4 Identify each exception, clarification, substitution

and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

8.3.2.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

8.3.2.6 For substitutions/clarifications, provide an

explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

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8.3.2.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

8.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

8.3.2.9 The City shall consider the number and substance

of alterations to the City’s stated requirements as a factor in determining the most advantageous response.

8.3.3 Pricing

8.3.3.1 Proposal pricing shall be assembled and presented

in accordance with the format and instructions of this solicitation.

9.0 SMALL BUSINESS PROGRAM - The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

a. Small Business Utilization form V1 (RFP-05), detailing how the Small Business goal will be achieved.

b. Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA).