6-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Standby Disaster Debris Hauling and Transport Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is requesting proposals from qualified firms to provide standby disaster hauling, transport, and related emergency response support services on an as-needed basis following hurricanes, tornadoes, severe storms, winter storms, ice events, flooding, and other natural or man-made disaster events.

The City intends to establish one or more agreements with qualified firms capable of rapid mobilization and effective support during emergency response and recovery operations.

The successful respondent(s), hereafter referred to as the “Proposer” or “Vendor,” shall provide all labor, supervision, equipment, materials, tools, transportation, and incidentals necessary to perform the requested services.

2.0 BACKGROUND

The City may require debris hauling and transport services following severe weather events, tornadoes, flooding, winter storms, ice events, wind events, or other emergencies that create widespread debris conditions and exceed available internal resources.

The services requested under this solicitation are intended to support City-wide emergency response and disaster recovery operations. Due to the unpredictable nature, scale, and type of disaster events, the specific scope, volume, and sequence of work may vary significantly with each activation.

The scope outlined herein is intended to provide a general framework of services and does not represent an exhaustive or fixed list of tasks.

Specific work requirements, priorities, and operational direction will be defined by the City at the time services are needed.

Respondents should demonstrate the ability to adjust operations, staffing, and resources to meet varying conditions and operational needs.

3.0 SCOPE OF SERVICES

Upon written Notice to Proceed, the Vendor shall provide personnel, supervision, equipment, and resources necessary to perform disaster debris hauling and transport services as directed by the City.

Services may include, but are not limited to:

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 2 of 9

3.1 Emergency Debris Hauling Operations

3.1.1 Emergency roadway clearance

3.1.2 Right-of-way debris removal

3.1.3 Public property debris removal

3.1.4 Vegetative debris collection

3.1.5 Construction and demolition (C&D) debris removal

3.1.6 White goods collection

3.1.7 Electronic waste collection

3.1.8 Household hazardous waste handling when authorized

3.1.9 Transport of eligible disaster-generated debris

3.2 Hauling & Disposal Operations

3.2.1 Transport to Temporary Debris Storage and Reductions Sites

(TDSRS), when utilized by the City

3.2.2 Re-haul of debris from TDSRS locations to final disposal or processing facilities

3.2.3 Transport to approved disposal facilities

3.2.4 Coordination with City-designated monitoring personnel and/or monitoring contractors

3.2.5 Documentation of hauling, disposal, and transport activities as required by the City

3.3 Emergency Response Readiness

3.3.1 Rapid mobilization upon activation

3.3.2 Availability of equipment and staffing resources

3.3.3 Extended operational capability when needed

3.3.4 Priority route and hot spot response crews

3.4 Equipment & Operation Resources

3.4.1 The Vendor shall provide and maintain sufficient equipment necessary to support disaster response operations. This includes

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 3 of 9 hauling and transport vehicles, debris loading equipment, traffic control devices, and other operational resources necessary to perform the requested services.

3.4.2 All equipment shall be maintained in safe operating condition and comply with all applicable regulatory requirements

3.6 Reporting/Documentation

3.6.1 Daily activity reports

3.6.2 Equipment and staffing summaries

3.6.3 Hauling and disposal documentation

3.6.4 Geographic Information Systems (GIS) or route progress

reporting, if requested

3.6.5 Support documentation for reimbursement programs, including

Federal Emergency Management Agency (FEMA) when applicable

4.0 MINIMUM QUALIFICATIONS

Respondents must demonstrate the following minimum qualifications:

4.1 Minimum five (5) years of experience providing disaster debris hauling, transport, or related emergency response services.

4.2 Demonstrated experience performing services associated with FEMA-funded debris removal or disaster recovery projects.

4.3 Experience supporting large-scale disaster response or emergency operations for municipal, county, state, or federal agencies.

4.4 Demonstrated operational capacity to support simultaneous or high-volume debris hauling and transport activities during major disaster events.

4.5 Experience supporting debris hauling and transport operations associated with TDSRS sites.

4.6 Compliance with required licenses, permits, registrations and regulatory requirements.

4.7 Ability to provide operational support on a continuous or extended

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 4 of 9 RFP Title: Standby Disaster Debris Hauling and Transport Services basis during emergency activations when required by the City.

Failure to demonstrate minimum qualifications may result in rejection as non-responsive.

5.0 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.

6.0 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.

6.1 Cost – up to 10 points available

6.2 Small Business Participation – up to 25 points available

Participation will be based on the following tier: 0% = 0 points, 1% to 10% = 10 points, 11% to 20% = 15 points, 21% to 29% = 20 points, 30% or more (goal met) = 25 points

6.3 Experience & Qualifications – up to 30 points available

6.4 Technical Approach & Methodology – up to 20 points available

6.5 Capacity & Equipment Resources – up to 15 points available

6.0 PRICING STRUCTURE

The pricing structure for this solicitation consists of the Bid Table provided by the City and the requirements outlined in this section.

The Bid Table includes detailed, line-item pricing for the services identified in this solicitation. Respondents shall complete all required line items in the format provided.

Pricing shall only be submitted within the Bid Table provided.

7.0 CONTRACT TERM

Any resulting agreement from this solicitation shall be for an initial term of five (5) years with the option to renew for one (1) additional five (5) year

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 5 of 9 term upon mutual agreement of the parties, unless otherwise terminated in accordance with the terms of the agreement. This section supersedes Section 24 of RFP-01-Instructions to Proposers solely with respect to the term and duration of any resulting agreement.

8.0 CONTRACT AWARD PROCESS

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

8.2 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.

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

8.4 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.

8.5 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.

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

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

9.0 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.

9.1 Proposal Format Requirements

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 6 of 9

9.1.1 Proposal format shall be in a 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.

9.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

9.2 Response Forms

9.2.1 Completed and signed RFP-04-CFW Required Forms

9.2.2 Completed and signed RFP-05 Small Business Utilization Form and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

9.2.3 Completed and signed RFP-06-Deviations

9.3 Technical Response

The Technical Response should be organized to generally align with the evaluation criteria and demonstrate the Proposer’s qualifications, operational capabilities, and ability to satisfy the minimum qualifications identified in Section 4.0.

The Technical Response should include, at minimum, the following information:

9.3.1 Company Experience & Qualifications

Provide an overview of the Proposer’s experience performing disaster debris hauling, transport, or related emergency response services, including experience supporting large-scale municipal county, state, or federal emergency operations.

9.3.2 Operational Approach & Mobilization

Describe the Proposer’s approach to supporting emergency debris hauling and transport operations. Include mobilization procedures and estimated response timelines, staffing and operational coordination approach, ability to support extended-duration emergency operations, approach to scaling operations

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 7 of 9 based on event size and operational demands, and coordination with City personnel and monitoring Vendors.

9.3.3 Capacity & Operational Resources

Describe the Proposer’s operational capacity and available resources necessary to support large-scale emergency response operations. Include available hauling and transport equipment, staffing resources and surge capacity, ability to deploy and sustain operations during large-scale events, and operational support capabilities necessary to respond to City-wide emergency conditions. Proposers utilizing subcontractors shall identify the proposed subcontractors and describe their anticipated role in supporting operations.

9.4 List of Exceptions/Substitutions/Clarifications/Additions For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-06-Deviations to capture this information.

9.4.1 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.

9.4.2 If no exceptions are taken, Proposer shall indicate “No Exceptions Taken” on RFP-06-Deviations and submit the completed form.

9.4.3 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

RFP Ref. #: 26-0182 Doc. Ref#: RFP-02 Page 8 of 9 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.

9.4.4 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.

9.4.5 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.

9.4.6 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.

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

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

9.4.9 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 – 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 https://www.fortworthtexas.gov/departments/econdev/sbdp/sbe

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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 a certifying entity approved by the City Manager.