5-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0068 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Cast Iron Valve Boxes and Lids

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize a non-exclusive agreement for cast iron valve boxes and lids 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 Requirements

2.1 Vendor shall have a minimum of 2 (two) years of experience before this solicitation, services similar or related to the Scopes of Services.

3.0 Cast Iron Valve Boxes and Lids Specifications

3.1 All products shall meet the American Society Testing Materials

(ASTM) A48, Class 35 requirements.

3.2 All items supplied shall be of recent production, unused, and suitable for their intended purpose.

3.3 The vendor shall ensure each component is machined and deburred to assure the final dimensions are within 0.0625-inch of specified dimensions.

3.4 The vendor shall provide items manufactured by Tyler Union Waterworks or an equivalent.

3.5 Valve Box Bottom

3.5.1 Definition: The bottom portion of the valve box

3.5.2 Material: Cast Iron

3.5.3 Sizes needed: 15-inch and 24-inch

3.5.4 Heavy Duty Weigh

3.5.5 Weight: 27 and 35 lbs

3.6 Valve Box Drop Lid

3.6.1 Definition: The metal cover for the valve box opening at grade.

3.6.2 Material: Cast Iron

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3.6.3 Size needed: 5-1/4 inch

3.6.4 Marking on the lid: WATER

3.6.5 Heavy Duty Weight

3.6.6 Weight: 12 lbs

3.7 Valve Box Extension

3.7.1 Definition: Component of a valve that allows the extension of the box to reach greater depths.

3.7.2 Material: Cast Iron

3.7.3 Design: Screw-Type

3.7.4 Sizes needed: 14-inch, 18 inch, 24 inch, and 30 inch

3.7.5 Heavy Duty Weight

3.7.6 Weight: 32 lbs., 30lbs, 39 lbs, and 35 lbs, respectively

3.8 Valve Box Top

3.8.1 Definition: The top portion of the valve box that threads onto the extension or valve box bottom.

3.8.2 Material: Cast Iron

3.8.3 Size needed: 16 inch

3.8.4 Heavy Duty Weight

3.8.5 Weight: 36 lbs

4.0 Delivery

4.1 All materials are to be delivered to Fort Worth Water Department, Field Operations at 1608 11th Avenue, Fort Worth, Texas 76102.

4.2 All materials shall be delivered between normal business 8:00 a.m. to

5:00 p.m., Monday through Friday.

4.3 Holiday hours shall be all City observed holidays as follows:

4.3.1 New Year’s

4.3.2 Martin Luther King

4.3.3 Memorial Day

4.3.4 Juneteenth

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4.3.5 July 4th

4.3.6 Labor Day

4.3.7 Thanksgiving Thursday and the following Friday

4.3.8 Christmas

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 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 15 points available

6.1.1 will be evaluated using the bid table

6.2 Small Business Participation – up to 20 points available

6.2.1 The criteria will be evaluated using a tiered point structure based on the percentage of Small Business participation proposed by the bidder. Points will be awarded according to the following tiers:

20 points - SB participation greater than 30% 15 points - SB participation between 30% and 20% 10 points - SB participation between 19% and 10% 5 points - SB participation between 9% and 1%

6.3 Qualifications & Company Experience – up to 30 points available

6.3.1 will be evaluated using RFP-04

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

6.4.1 will be evaluated using RFP-04

6.5 Method of Approach – up to 15 points available

6.5.1 will be evaluated using RFP-04

7.0 PRICING STRUCTURE

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

7.1.1 Description of the work to be performed.

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

7.1.3 Timeline including proposed start and finish dates.

7.2 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.

7.3 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.

7.4 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.

7.5 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:

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

7.5.2 The adjustment in the project time, if applicable.

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7.6 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

7.7 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.

7.8 INVOICES

7.8.1 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 individual charges.

7.8.2 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.

7.8.3 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.

7.8.4 INVOICE SUPPORTING DOCUMENTATION

7.8.4.1 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.

7.8.4.2 Supporting Documentation for Parts charges must

RFP Ref. #: 26-0068 Doc. Ref#: RFP-02 Page 6 of 9 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.

7.8.4.3 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.

7.8.5 The Vendor must obtain a Purchase Order number before

scheduling and performing any services.

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

RFP Ref. #: 26-0068 Doc. Ref#: RFP-02 Page 7 of 9 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

9.1.1 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.

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.

9.2.2 Completed and signed RFP-05.

9.2.3 Completed and signed RFP-06.

9.2.4 Completed and signed RFP-07.

9.2.5 Completed and signed RFP-08.

9.2.6 Completed and signed RFP-09.

9.3 Technical Response

9.3.1 Submit proof of experience with the bid

9.3.2 List of Exceptions/Substitutions/Clarifications/Additions

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9.3.2.1 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.

9.3.2.2 If no exceptions are taken, please include a single

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

9.3.2.3 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.

9.3.2.4 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.

9.3.2.5 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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9.3.2.6 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.

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

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

9.3.2.9 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.

9.4 Pricing

9.4.1 Proposal pricing shall be assembled and presented in

accordance with the format and instructions of this solicitation.

10.0 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).