2-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 1 of 10 RFP Title: Uniform Scrub Rental and Laundry Services

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a contract for a full-service uniform scrub rental program for Fort Worth Animal Care and Control (FWACC) facilities. Services under the resulting agreement shall include the provision of uniforms, laundering, repair, replacement, pickup and delivery, and inventory management, in accordance with the requirements of this Request for Proposal (RFP).

Uniforms shall be maintained in a clean, sanitary, and professional condition suitable for daily animal care operations.

The successful bidder, hereafter referred to as the “Proposer” or “Vendor,” shall be responsible for providing both the uniform garments and all associated laundering and maintenance services as a single, fully integrated program. The City will not accept proposals that separate or exclude any portion of these services.

2.0 BACKGROUND

FWACC is seeking to implement a standardized uniform scrub program for staff working in animal care environments. FWACC operations are conducted at two (2) animal shelter facilities within the City of Fort Worth. Due to the nature of operations, including frequent exposure to animal-related conditions and the need for consistent sanitation, FWACC is pursuing a rental-based solution that includes laundering and ongoing garment management. The intent of this program is to support staff safety, maintain hygiene standards, and provide a consistent professional appearance across shelter operations.

Historical usage data specific to this program is not available. The number of employees, uniform quantities, and service volumes are not fixed and may fluctuate throughout the term of the contract. Proposers shall provide base pricing on a per-unit basis, as actual usage is unknown and not guaranteed.

3.0 SCOPE OF SERVICES

The Vendor shall provide a comprehensive uniform scrub rental program that includes garment issuance, laundering, pickup and delivery, repair, replacement, and inventory management. All uniforms must be appropriate for use in animal care environments and capable of withstanding frequent laundering and exposure to conditions such as animal hair, dander, RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 2 of 10 disinfectants, medications, and bodily fluids. Services shall be performed in a manner that minimizes disruption to ongoing shelter operations. Additionally, the Vendor shall provide a digital product catalog for FWACC staff to review available uniform options.

3.1 General Requirements

3.1.1 Provide a comprehensive uniform scrub rental program, including garment issuance, laundering, pickup, delivery, repair, replacement, and inventory management.

3.1.2 Uniforms shall be suitable for animal care environments and withstand the following, but not limited to, frequent laundering, exposure to animal hair, dander, disinfectants, medication, and bodily fluids.

3.1.3 Services shall be delivered in a manner that does not disrupt shelter operations.

3.1.4 Vendor shall provide a digital catalog of products for FWACC staff to review.

3.2 Uniform Specifications

3.2.1 Scrubs shall be commercially rated for institutional, medical, or animal care use.

3.2.2 Vendor shall provide a full range of sizes to properly fit all assigned staff.

3.2.3 Scrubs shall be returned clean, presentable, and free from excessive wear at each service cycle.

3.2.4 Uniform scrub tops shall be the following:

3.2.4.1 Short Sleeve

3.2.4.2 Single left chest patch pocket

3.2.4.3 Piped Edge, Banded Modified, or Knit V-Neck

3.2.4.4 Badge Loop (optional)

3.2.5 Uniform scrub bottoms shall be the following:

3.2.5.1 Antimicrobial Six-Pocket Cargo Style

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 3 of 10

3.2.6 Uniform scrub colors shall be the following:

3.2.6.1 Navy blue for Kennel Technicians

3.2.6.2 Maroon for Veterinary Technicians

3.2.6.3 Black for Superintendent, Supervisor, and Senior

roles

3.2.5 The Vendor shall provide on-site sizing and fitting services for all employees at the start of the contract. For ongoing operations, the Vendor shall provide a standardized size chart or equivalent method to accommodate new employees. The Vendor shall ensure proper fit for all issued garments.

3.3 City Logo and Identification

3.3.1 All uniform scrubs shall include the City-approved “Molly” logo, as specified by FWACC.

3.3.1.1 Placement would be the left part of the chest plate.

3.3.1.2 Embroidery color will only be white or black as

approved by FWACC.

3.3.2 Logo placement, size, color, and application method (e.g., embroidery) shall be subject to FWACC approval prior to production.

3.3.3 The Vendor shall repair or replace logos that become damaged, faded, or detached due to normal wear and laundering at no additional cost.

3.3.4 Replacement garments shall include identical City branding.

3.4 Laundry and Cleaning Services

3.4.1 Launder uniforms using commercial-grade equipment and

hypoallergenic/fragrant-free detergents suitable for sanitizing garments used in animal care environments.

3.4.2 Cleaning processes shall effectively remove odors, hair, stains, and biological contaminants.

3.4.3 Vendor shall comply with all applicable health, safety, and

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 4 of 10 environmental regulations.

3.4.4 Uniforms shall be returned fully cleaned, dried, and ready for immediate use.

3.5 Repairs – Normal Wear and Tear

3.5.1 The Vendor shall perform repairs at no additional cost for normal wear and tear, including but not limited to:

3.5.1.1 Loose or missing buttons or snaps

3.5.1.2 Minor seam, hem, or stitching repairs

3.5.1.3 Small (one (1) inch in length or less) fabric tears

caused by routine use and laundering

3.5.2 Repairs shall be completed without reducing the employee’s assigned uniform quantity.

3.6 Replacement – Normal Wear and Tear

3.6.1 The Vendor shall replace, at no additional cost, any uniform scrubs deemed unserviceable due to normal wear and tear, including:

3.6.1.1 Fabric deterioration

3.6.1.2 Excessive fading

3.6.1.3 Structural failure due to repeated laundering

3.6.2 Replacement garments shall be of equal or better quality and specification than the original item.

3.7 Replacement – Non-Normal Wear and Tear

3.7.1 The Vendor shall replace uniforms damaged due to non-normal wear and tear, including but not limited to:

3.7.1.1 Intentional damage

3.7.1.2 Negligence or misuse

3.7.1.3 Damage from chemicals or substances outside

standard animal care operations

3.7.1.4 Animal bite rips of material

3.7.2 The full cost of replacement shall be charged in accordance with

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 5 of 10 the contract pricing schedule.

3.7.3 The Vendor shall provide written justification and

documentation identifying the damage and must receive FWACC written approval prior to invoicing.

3.8 Inventory Management

3.8.1 The Vendor shall maintain accurate records of uniforms issued per employee, including employee name, facility name & location, size issued, quantity, repair history, and replacement history.

3.8.2 Track uniforms by employee assignment and service cycle.

3.8.3 Provide inventory and usage reports upon request by FWACC.

3.8.4 FWACC will not be charged for garments lost by the Vendor.

3.8.5 FWACC (Code Compliance) will be responsible for collecting uniforms from employees upon separation. The Vendor shall coordinate with FWACC for the return, reassignment, or replacement of garments as needed.

3.9 Service Schedule and Coordination

3.9.1 The Vendor shall provide pickup and delivery services to both

FWACC animal shelter locations.

3.9.1.1 4900 Martin St, Fort Worth, TX 76119

3.9.1.2 351 Hillshire Dr, Fort Worth, TX 76052

3.9.2 The Vendor shall accommodate shelter operating hours and minimize disruption to daily operations.

3.9.2.1 Normal operating hours are 8:00 AM to 5:00 PM, Monday through Friday.

3.9.3 Pickup and delivery schedules shall be coordinated with designated FWACC staff.

3.9.4 Standard service frequency shall be one (1) pickup and delivery per week.

3.9.5 Any changes to service frequency, days, or times shall require

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 6 of 10 advance coordination and FWACC approval.

3.9.6 The Vendor shall provide a designated account representative for scheduling, billing, and issue resolution.

3.10 Quality Assurance

3.10.1 Uniforms returned in unacceptable condition (e.g., unclean, damaged, excessive odor, or hair) shall be reprocessed or replaced at no additional cost.

3.10.2 Repeated quality deficiencies may result in corrective action, contract remedies, or contract termination.

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, excluding price points, will not be considered for award. The City reserves the right to award contracts to up to two (2) vendors, as determined to be in the best interest of the City.

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 10 points available

5.2 Experience and Qualifications – up to 30 points available

5.3 Technical Approach and Service Plan – up to 15 points available

5.4 Service Scheduling and Customer Support – up to 25 points available

5.5 Compliance and Responsiveness – up to 15 points available

5.6 Branding and Logo Application – 5 points

6.0 PRICING STRUCTURE

6.1 All required unit pricing shall be submitted in the Bid Table provided.

Pricing shall be structured on a per-unit basis and reflect the full cost of providing the services described in this solicitation.

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 7 of 10

6.2 Pricing shall account for all components of the uniform rental program, including but not limited to:

6.2.1 Per-garment rental rate

6.2.2 Weekly laundering and servicing costs

6.2.3 Included services (laundering, normal wear and tear repairs, normal wear and tear replacements, logo application, etc.)

6.2.4 Cost for replacement due to non-normal wear and tear

6.3 Any additional fees, charges, or optional costs not captured in the Bid Table must be clearly identified and described in the Proposal. Costs not disclosed may be deemed non-reimbursable under any resulting contract.

6.4 No surcharges, fuel fees, or ancillary charges shall be applied unless expressly identified in the proposal and approved by FWACC.

6.5 Charges for uniform size changes due to normal employee needs will not be accepted. Additional charges for extended sizes (e.g., 2XL and above) may be included but must be clearly identified in the Proposal.

7.0 CONTRACT AWARD PROCESS

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

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 8 of 10 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 pages within these sections shall be uniquely numbered for purposes of easy reference.

8.2 Response Forms

8.2.1 Completed and signed RFP-04-CFW Required Forms

8.2.2 Completed and signed RFP-05-Deviations

8.3 Technical Response

Proposals shall provide a clear and concise response addressing the following:

8.3.1 Provide a summary of the Proposer’s experience providing uniform rental and laundering services of similar size and scope. At a minimum, include information demonstrating overall experience, relevant projects, and ability to support operations with multiple locations and varying staffing levels.

8.3.2 Describe the Proposer’s overall approach to delivering the

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 9 of 10 services described in this solicitation. At a minimum, include information on garment management, laundering processes, quality control, and general service delivery approach.

8.3.3 Describe how services will be scheduled, coordinated, and supported. At a minimum, include identification of a dedicated account representative or customer support team, communication methods, and the Proposer’s approach to handling service issues, requests, and ongoing coordination with the City.

8.3.4 Describe the Proposer’s ability to comply with the requirements of this solicitation and provide consistent, reliable service. At a minimum, include an acknowledgment of the Scope of Services and a general approach to maintaining service quality and addressing performance issues.

8.3.5 Describe the Proposer’s capabilities related to uniform branding. At a minimum, include experience with logo application and general quality control practices.

8.4 List of Exceptions/Substitutions/Clarifications/Additions

8.4.1 Although the Scope of Services included in the 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.

8.4.2 If no exceptions are taken, please include a single document stating “No Exceptions taken” in the Required section.

8.4.3 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

RFP Ref. #: 26-0152 Doc. Ref#: RFP-02 Page 10 of 10 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.

8.4.4 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.

8.4.5 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.

8.4.6 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.

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

8.4.8 Begin responses to the major sections of the solicitation on a new page.

8.4.9 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.

SMALL BUSINESS PROGRAM – This solicitation does not include a Small Business participation goal. While no specific goal has been established for this project, Bidders are strongly encouraged to make good faith efforts to utilize certified Small Business Firms whenever possible.