4-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES AND METHOD OF AWARD

RFP Ref. #: 26-0140 Doc. Ref#: RFP-02 Page 1 of 17 RFP Title: Safety Footwear

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a non-exclusive contract for safety footwear on an as needed basis for the City of Fort Worth per descriptions and specifications listed in this RFP.

2.0 SCOPE OF WORK

2.1 Proposer Requirements

2.1.1 Have a minimum of two (2) years of experience performing products and services similar or related to the Scope of Services.

2.1.2 Have and operate a full-time, permanent business address located within 25 miles of City Hall, with the ability to be reached by email and telephone.

2.1.3 Unit prices shall include all costs associated with footwear orders, including but not limited to shipping costs, handling, delivery fees, warranties, exchanges, and return or restocking fees. NO ADDITIONAL CHARGES WILL BE ACCEPTED

OR PAID BY THE CITY

2.2 Vendor Responsibilities:

2.2.1 Vendor must provide an initial fitting session. This will be a measuring session held by the Vendor to determine the accurate size in the desired safety footwear for City personnel.

2.2.2 Vendor must provide a mobile unit or mobile shoe service equipped with trained personnel to size individuals for all locations. The scheduled date and time for the mobile shoe fitting session will be mutually agreed upon by both the ordering departments and Vendor.

2.2.3 Vendor will ensure preservation, packaging, packing and marking be in accordance with best commercial practice, to provide adequate protection against shipping damage.

2.2.4 Vendor will ensure all safety footwear be made from various leather materials with American National Standard Institute

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(ANSI) steel-toe protection. ANSI is an organization that oversees the creation, official notification, and use of norms and guidelines used by various industries, including the inspection and testing of protective footwear. Their website is http://www.ansi.org.

2.3 Footwear will meet the requirements and specifications in the American National Standard for Personal Protection-Protective Footwear (ANSI)

241.11991 and Occupational Safety & Health Administration (OSHA) for minimum compression and impact performance standards. OSHA is a government agency that regulates workplace safety.

2.4 Vendor will provide a complete selection of approved safety footwear to the City of Fort Worth for both men and women in various sizes for immediate sales according to the specifications listed in this solicitation.

2.5 Vendor will ensure adequate stock levels are maintained at its place of business to ensure prompt delivery to the City. If the delivery terms specified in the solicitation are not fulfilled by the Vendor, the City reserves the right to cancel the order, purchase the goods elsewhere, and charge the Vendor for any replacement costs incurred by the City.

2.6 Vendor shall provide safety footwear for all personnel, inclusive of compatible socks and insoles designed to support comfort and extended daily wear.

2.7 Vendor will be able to provide extended sizes on an “as needed” basis.

3.0 LOCATIONS AND HOURS OF BUSINESS

3.1 City of Fort Worth locations for initial fitting services and deliveries, but not limited to:

Service Center Location Hours of Business

Water Service Center

2222 West Daggett Fort Worth, TX 76102

Monday through Friday 8:00 a.m. – 4:00 p.m.

James Avenue Service Center

5021 James Avenue Fort Worth, TX 76115

Monday through Friday 8:00 a.m. –

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4:00 p.m.

Northside Service Center

301 Hillshire Drive Fort Worth, TX 76131

Monday through Friday 8:00 a.m. – 4:00 p.m.

Southside Service Center

4100 Columbus Trail Fort Worth, TX 76133

Monday through Friday 8:00 a.m. – 4:00 p.m.

Brennan Body Shop 2500 Brennan Street Fort Worth, TX 76106

Monday through Friday 8:00 a.m. – 4:00 p.m.

Water Field Ops 1608 11th Avenue Fort Worth, TX 76102

Monday through Friday 8:00 a.m. – 4:00 p.m.

Village Creek Water Treatment Plant

4500 Wilma Lane Fort Worth, TX 76012

Monday through Friday 8:00 a.m. – 4:00 p.m.

Meter Services 1120 Fournier Street Fort Worth, TX 76102

Monday through Friday 8:00 a.m. – 4:00 p.m.

Code Compliance Code Employees will go to store location for fitting and to purchase.

Monday through Friday 8:00 a.m. – 4:00 p.m.

Aviation Meacham International Airport 201 American Concourse, Suite 330 Fort Worth, TX 76106

Spinks Airport 450 Alsbury Court Fort Worth, TX 76028

4:00 p.m.

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Police Department 511 W. Felix St., Fort Worth, TX 76115.

4:00 p.m.

Hazel Harvey Peace Center (Neighborhood Services)

801 Missouri Ave Fort Worth 76104

4:00 p.m.

TPW Warehouse 5001 James Avenue Warehouse

Monday through Friday 8:00 a.m. – 3:00 p.m.

West Service Center 2900 Alta Mere Fort Worth, TX 76116

Monday through Friday 8:00 a.m. – 4:00 p.m.

4.0 PERFORMANCE OF SERVICES

4.1 Departments will use this Agreement to purchase footwear on an “as needed” basis with no minimum order requirement.

4.2 If an employee selects safety footwear that exceeds the allowed budget, the employee shall pay the remaining invoiced amount. The Vendor shall not request employee payroll deductions under this contract.

4.3 Vendor’s invoice and receipt will accompany each purchase and will show the following minimum information:

4.3.1 Vendor’s name and address

4.3.2 Employee Name and I.D. number

4.3.3 The City’s purchase order number (PO)

4.3.4 Vendor’s description of items shipped, including stock

numbers, quantity, unit price, total price, date of shipment, and the number of packages

4.4.5 Vendor’s invoices and receipts will not reflect any outstanding back orders.

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4.4.6 Vendor will send invoices to Purchasing’s Automated Invoice Management system for payment processing and provide receipts to the appropriate department and ordering employee.

5.0 DELIVERY AND RESPONSE TIMES

5.1 Vendor will deliver safety footwear during standard business hours as listed in section 3.0.

5.2 Vendor will deliver standard safety footwear within one (1) week after receipt of order.

5.3 Vendor will deliver special ordered safety footwear within two (2) weeks after receipt of order.

5.4 Vendor will deliver expedited orders within two (2) days after receipt of order.

5.5 Delivery locations will be within the City of Fort Worth, Texas and will be made to the location requested by the PO issuer or Department designee.

5.5.1 Vendor will not deliver orders on City observed holidays:

5.5.2 New Year’s

5.5.3 Martin Luther King

5.5.4 Memorial Day

5.5.5 June 19th

5.5.6 July 4th

5.5.7 Labor Day

5.5.8 Thanksgiving Thursday and the following Friday

5.5.9 Christmas

6.0 PRODUCT REQUIREMENTS

6.1 The selected vendor will be able to provide work boots with the minimum specifications listed below:

6.1.1 Steel Toe or composite toe

6.1.2 Non Slip (Slip resistant)

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6.1.3 Boot Sole Shank to prevent sharp object penetration through the sole

6.1.4 Water Resistant

6.1.5 6”-8” (snake boot height)

6.1.6 Lace up or slip on

6.1.7 Soft Toe

6.2 Vendor will provide slip resistant shoes in dress shoes and tennis shoes. Sole resistance to the following:

6.2.1 Oil/ Gas

6.2.2 Chemicals

6.2.3 Abrasions

6.2.4 Non-Marking

6.3 Vendor will ensure that all safety footwear offered is available through the vendor’s regular retail outlet. Vendor will provide brands available for each of the following categories listed, but not limited to:

6.3.1 Asphalt Footwear

6.3.1.1 Footwear will be oil and heat resistant, full grain

premium leather oxfords or six (6) inch or eight (8) inch lace up boots. Long wearing nitrile or dual density polyurethane soles rated excellent for oil and heat elements and meet ANSI I/75 C/75 steel-toe requirements

6.3.2 Electrical Hazard Footwear (EH)

6.3.2.1 Footwear will be full grain premium leather oxfords, or six (6) inch lace up boots. Nitrile or polyurethane soles rated “Electrical Hazard” and meet ANSI I/75 C/75 steel- toe requirements.

6.3.3 Orthopedic Footwear

6.3.3.1 Footwear will be soft and flexible full grain leather.

Fully cushioned insoles, lightweight polyurethane

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6.3.4 Restaurant-type Footwear

6.3.4.1 Footwear will be light weight, synthetic and mesh

upper materials, lace up closure, rubber outsole for traction, slip resistant and black in color.

6.3.5 Static Dissipative (SD)

6.3.5.1 Footwear will be constructed of full grain leather and materials to discharge static build-up through the shoe to the floor and meet ANSI Z41 and ASTM F2413-05. ASTM, formally known as American Society for Testing and Materials, is an international standards organization that develops and publishes voluntary consensus technical standards for a wide range of materials, products, systems, and services.

6.3.6 Waterproof Footwear (WP)

6.3.6.1 Footwear will be slip-resistant and all-weather, full grain waterproof and/or Gore-Tex lined with six (6) inch or eight (8) inch lace up boots. Long wearing rubber or polyurethane soles rated excellent for slip resistance and meet ANSI I/75 C/75 steel-toe requirements.

6.3.7 Brands and Styles, but not limited to:

6.3.7.1 Airwalk

6.3.7.2 Ariat

6.3.7.3 Bates

6.3.7.4 Brunt

6.3.7.5 CAT

6.3.7.6 Carhartt

6.3.7.7 Double H

6.3.7.8 Durango

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6.3.7.9 Florsheim

6.3.7.10 Hey Dude

6.3.7.11 Hytest

6.3.7.12 Iron Age

6.3.7.13 Juno Jones

6.3.7.14 Justin

6.3.7.15 Keen

6.3.7.16 New Balance

6.3.7.17 Nike Orive NM

6.3.7.18 Nike Free RN

6.3.7.19 Nike Free TR 6

6.3.7.20 Nike Run All Day

6.3.7.21 Puma

6.3.7.22 Rockport

6.3.7.23 Reebok

6.3.7.24 Super Sole

6.3.7.25 Tego-Pro

6.3.7.26 Timberland

6.3.7.27 Twisted X

6.3.7.28 Volcom

6.3.7.29 Wolverine

6.3.8 Items shown on the Bid Solicitation sheet represent general items purchased by departments and will not be construed as inclusive. In the event, departments have a need to order items not listed, the Vendor will extend the same discounts given within that category.

6.3.9 All footwear will be newly manufactured, new, unused and suitable for shipment with a guarantee each product offered will meet or exceed the specifications herein the solicitation.

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7.0 BRAND NAME OR EQUAL

7.1 Any manufacturer’s names, trade names, brand names

information, and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated. Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s) listed herein. If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

7.2 Vendors will submit proposals, cuts, sketches, and descriptive literature, and/or complete specifications. Bidders will explain the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

7.3 The Purchasing Manager or designee will evaluate “equal” product on the basis of information furnished by the Vendor or identified in the bid and reasonably available to the Purchasing Manager.

The Purchasing Manager or designee is not responsible for locating or obtaining any information not identified in the order.

7.4 Unless the bidder clearly indicates in its bid that the product being offered is an “equal” product the bidder will provide the brand name product referenced in the bid.

7.5 The City will have the sole right to determine equal products.

8.0 RETURNS/EXCHANGES

8.1 Vendor will not charge a restocking fee to the City for return or exchange of any item purchased under the terms of this Agreement.

8.2 Vendor will permit the City to return or exchange items purchased under this Agreement at no charge. If there is a difference in the

RFP Ref. #: 26-0140 Doc. Ref#: RFP-02 Page 10 of 17 price of the items exchanged, the Vendor will invoice the City for the difference or provide the City with credit. On items returned, the Vendor will issue a credit to the City department that placed the order.

8.3 All items returned by the City will be unused and in the same merchantable condition as when received. The City understands that garments with embroidery may not be returned or exchanged.

8.4 Vendor will extend the return and exchange option for thirty (30) days following the expiration of the Agreement period.

8.4.1 Vendor's receipt shall accompany each purchase and shall show the following minimum information:

8.4.2 Vendor's name and address shall be included on the receipt.

8.4.3 Employee Name and I.D. number shall be included on the

receipt.

8.4.4 The City's purchase order number (PO) shall be visible on the receipt.

8.4.5 Vendor's description of items shipped, including stock

numbers, quantity, unit price, total price, date of shipment, and the number of packages shall be on the receipt.

8.4.6 Vendor's receipts shall not reflect any outstanding

backorders.

9.0 WARRANTY

9.1 Vendor guarantees items offered and delivered to be new, unused and the current standard production at time of bid and will offer expiration date of no less than one (1) year. Bidder also guarantees items offered and delivered to be free from any and all defects in material, packaging and workmanship and agrees to replace defective items promptly at no charge to the City of Fort Worth, for the manufacturer’s standard warranty.

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9.2 Vendor warrants and guarantees each product against any defects in design, workmanship, materials and failure to operate satisfactorily. The warranty and/or guarantee will begin on the date the product is placed into service and will continue through the manufacturer’s standard warranty period.

10.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Any Proposals that receive less than 50% of the total available points, excluding price points, will be considered non-responsive.

11.0 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.

11.1 Cost – up to 15 points available

11.2 Small Business – up to 20 points available

11.3 Company Experience – up to 15 points

11.4 Ability to meet the City's needs/workload – up to 25 points available

11.5 Ability to provide mobile services – up to 25 points available

12.0 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).

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Small Business Participation will be evaluated as below:

0% SB Participation = 0 points 1-10% SB Participation = 5 points 11-20% SB Participation = 10 points 21-29% SB Participation = 15 points 30% or more (goal met) = 20 points

13.0 PRICING STRUCTURE

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

13.1.1 Description of the work to be performed.

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

13.1.3 Timeline including proposed start and finish dates.

13.2 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.

13.3 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 quotation.

13.4 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.

13.5 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

RFP Ref. #: 26-0140 Doc. Ref#: RFP-02 Page 13 of 17 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:

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

13.5.2 The adjustment in the project time, if applicable.

13.6 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

13.7 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.

14.0 INVOICES

14.1 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 individual charges.

14.2 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.

14.3 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.

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15.0 INVOICE SUPPORTING DOCUMENTATION

15.1 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.

15.1.1 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.

15.1.2 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.

15.1.3 The Vendor must obtain a Purchase Order number before

scheduling and performing any services.

16.0 CONTRACT AWARD PROCESS

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

16.2 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.

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

16.4 The City at its sole discretion may elect to have Proposers submitting proposals deemed most advantageous to the City may be requested to prepare a Best and Final Offer for consideration by the Evaluation Panel. Contract negotiations will then be based on submitted Best and Final Offers.

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16.5 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.

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

16.7 The Purchasing Department will notify all bidders through Bonfire once the recommendation of award has been determined by the Evaluation Panel.

17.0 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.

17.1 Proposal Format Requirements

17.1.1 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.

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

17.2 Response forms

17.2.1 Completed and signed RFP-03.

17.2.2 Completed and signed RFP-05.

17.2.3 Completed and signed RFP-06.

17.2.4 Completed and signed RFP-07.

17.3 Technical Response

17.3.1 Submit proof of experience with the bid.

17.3.2 List of Exceptions/Substitutions/Clarifications/Additions

17.3.2.1 Although the Scope of Services included Project

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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.

17.3.2.2 If no exceptions are taken, please include a single

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

17.3.2.3 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.

17.3.2.4 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.

17.3.2.5 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.

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17.3.2.6 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.

17.3.2.7 For any addition(s) proposed or exception(s)

taken, provide a rationale in as much detail as possible.

17.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

17.3.2.9 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.

17.3.2.10 Pricing

17.3.2.11 Proposal pricing shall be assembled and presented

in accordance with the format and instructions of this solicitation.