CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 1 of 17 RFP Title: Turnkey Emergency Bypass

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a contract for turnkey wastewater bypass pumping for the Water Department per descriptions and specifications listed in this RFP

2.0 BACKGROUND

The City of Fort Worth (City) is one of the nation’s fastest-growing metroplexes and provides service to approximately 1.5 million customers. The City is responsible for maintaining approximately 4,000 linear miles of wastewater collection mains. With a system of this size, there are times when emergency bypasses of the collection system are required. The City is inviting firms (Contractor) to participate in this Request for Proposal (RFP) to establish an annual agreement for turnkey emergency bypass operations on an “as-needed basis”.

3.0 SCOPE OF SERVICES

3.1 Proposer Responsibilities

3.1.1 The Contractor shall furnish all labor, materials, equipment, supervision, and expertise necessary to design, install, operate, maintain, and demobilize temporary bypass pumping systems to divert wastewater flow around active construction, repair, or maintenance work areas within the City of Fort Worth’s sanitary sewer collection system. The Contractor shall provide a complete turnkey bypass pumping solution, including pumps, piping, fittings, valves, plugs, fuel systems, monitoring, and all associated appurtenances necessary to ensure uninterrupted sewer service. All work shall comply with OSHA, TCEQ, and City standards and be performed under the supervision of qualified personnel. The Contractor shall also comply with all City of Fort Worth field safety and work zone requirements during installation, operation, and demobilization of bypass pumping systems.

3.1.2 Field Services

The Contractor shall designate a Project Manager with no less

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 2 of 17 than five (5) years of experience in the design, installation, and operation of sanitary sewer bypass pumping systems. The Project Manager shall be responsible for coordinating site access, staging, trenching, safety setup, plug or stop-log installation, scheduling, inspection readiness, and daily communication with the City. The Contractor shall provide qualified personnel to perform all field operations and ensure the system functions continuously throughout the bypass event.

3.1.3 Pump setup shall be charged once per pump for each

mobilization and will encompass all necessary labor, delivery, removal, equipment, valves, fittings, placement and materials needed for the setup of the pumps. No additional charges related to pump setup will be accepted by the City.

3.1.4 All charges for pipe fusion shall be per linear foot per diameter and shall include all labor, delivery, removal, equipment, valves, fittings and materials needed for the fusion of all pipes necessary.

3.1.4.1 The Contractor shall have a high-density polyethylene

(HDPE) pipe fusing machine and telehandler forklift or similar to off-load equipment upon delivery. No additional charges for pipe fusion will be accepted by the City.

3.1.4.2 Pipe fusing shall be in accordance with the most recent edition of ASTM F2620.

3.1.5 Contractor’s personnel shall familiarize themselves with the character and quality of materials and equipment required.

3.1.6 Contractor’s personnel shall be trained to fuse HDPE pipe.

3.1.7 Contractors shall ensure that their personnel are fully and properly equipped to perform all services encompassed under this specification, promptly and safely.

3.1.8 Pump Watch - The Contractor shall have on-site qualified personnel for monitoring the entire bypass installation while it’s in operation. The entire length of bypass piping shall be

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 3 of 17 walked and inspected hourly to monitor for leaks.

3.1.8.1 This pump watch shall include refueling pumps and

maintaining pumps as needed.

3.1.8.2 Pump watch shall be charged per day and shall include all necessary personnel, travel, lodging, and incidentals for monitoring the entire bypass installation at no additional costs.

3.2 System Design, Submittals, and Reporting

The City shall provide wastewater flow information, upstream and downstream manhole locations and depths, invert elevations, manhole and pipe diameters related to the wastewater line to be bypassed.

3.2.1 Prior to mobilization, the Contractor shall submit a detailed plan and description outlining all provisions and precautions that will be taken with regard to the handling of sewer flows for City review and approval. Include the following details:

3.2.1.1 Schedule for installation and maintenance of the bypass pumping system

3.2.1.2 Staging areas for pumps

3.2.1.3 Pump sizes, capacity, number of each size, and power

requirements

3.2.1.4 Calculations for static lift, friction losses, and velocity

3.2.1.5 Pump curves showing operating range and system head

curves

3.2.1.6 Sewer plugging methods

3.2.1.7 Size, length, material, joint type, and method for

installation of suction and discharge piping

3.2.1.8 Method of noise control for each pump and/or generator, if required

3.2.1.9 Standby power generator size and location

3.2.1.10 Suction and discharge piping plan

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3.2.1.11 Emergency action plan identifying the measures taken in the event of a pump failure or sewer spill

3.2.1.12 Staffing plan for responding to alarm conditions, identifying multiple contacts by name and phone numbers (office, mobile)

3.2.1.13 A contingency plan to implement in the event the

replacement or rehabilitation has unexpected delays or problems

3.2.1.14 Calculations shall include design flow, pump sizing, friction loss, static head, redundancy verification, suction/discharge profiles, and emergency backup capacity. No bypass operations shall commence until written City approval is received. During operation, the Contractor shall maintain daily operational logs, flow records, and inspection notes. Following completion, the Contractor shall provide final as-built documentation, including bypass layout, discharge and suction locations, and site restoration summary.

3.3 Equipment Maintenance and Operational Reliability

3.3.1 The Contractor shall be responsible for performing all

necessary maintenance and service on pumps and engines used during active bypass pumping operations. This includes both rental equipment supplied by the Contractor and City-owned pumps utilized during emergency or temporary bypass conditions.

3.3.1.1 All maintenance, including de-ragging, hose and gasket replacement, lubrication, engine repair, and general servicing, shall be included in the Contractor’s bid pricing for pumps.

3.3.2 Only maintenance or repairs on City-owned pumps, if used, may be invoiced separately, provided such work is pre-approved by the City and properly documented. The Contractor shall document all maintenance performed and include service

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 5 of 17 records in the bypass operational log submitted to the City. All maintenance activities shall comply with manufacturer specifications and City safety standards.

3.4 Mobilization

3.4.1 Contractor shall respond and be onsite within 24 hours of notification for a regular mobilization.

3.4.2 Contractor shall respond and be on-site within 4 hours of notification for an emergency mobilization.

3.5 Equipment Requirements

3.5.1 Pumps

3.5.1.1 Centrifugal

3.5.1.1.1 Engines on Pumps shall be gasoline fueled for

2”, 3”, and 4” pumps, commercial grade with iron sleeves. 6” pumps and larger shall be diesel fueled and air-cooled. If pumps fail to meet application requirements (flow, pressure, and head), replacements must be made available within the same day the original request was made.

3.5.1.1.2 Upon request, the pumps shall be sanitized so

they can be utilized for potable water.

3.5.1.2 Submersible

3.5.1.2.1 All motors in submersible pumps shall be

powered by electricity.

3.5.1.2.2 Upon request, the pumps shall be sanitized so

they can be utilized for potable water.

3.5.1.3 Pumping

3.5.1.3.1 Provide equipment that will convey 100

percent of wet weather peak flow conditions.

3.5.1.3.2 Provide fully automatic self-priming pumps.

Foot-valves or vacuum pumps are not

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 6 of 17 permitted for priming the system.

3.5.1.3.3 Pumps must be constructed to allow dry

running for periods of time to account for the cyclical nature of sewer flow.

3.5.1.3.4 Provide one (1) stand-by pump for each size

to be maintained on site. Place backup pumps on line, isolated from the primary system by valve.

3.5.1.3.5 If multiple pumps are required to meet the

flow requirements, provide the necessary fittings and connections to incorporate multiple discharges at no additional costs.

3.5.1.3.6 Noise levels of the pumping system must

follow the requirements of the City noise ordinance for gas wells.

3.6 Hose

3.6.1 Suction Hose

3.6.1.1 Standard range of diameters for hoses is 4” to 16”;

however the City reserves the right to request diameters outside of this range.

3.6.1.2 All hoses shall have the proper fittings to connect to the supplied pumps.

3.6.1.3 All hoses must have strainers capable of passing the

same size solids that the pump will pass without clogging.

3.6.2 Discharge Hose

3.6.2.1 Standard range of diameters for hoses is 4” to 16”;

however, the City reserves the right to request diameters outside of this range.

3.6.2.2 All hoses shall have the proper fittings to connect to the supplied pumps.

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3.6.2.3 All hoses must have strainers capable of passing the same size solids that the pump will pass without clogging.

3.7 Plugs

3.7.1 Select a plug that is made for the size and potential pressure head that will be experienced.

3.7.2 Provide an additional anchor, support, or bracing to secure plug when back pressure is present.

3.7.3 Provide an additional anchor, support, or bracing to secure plug when back pressure is present.

3.7.4 Use accurately calibrated air pressure gauges for monitoring the inflation pressure.

3.7.5 Place the inflation gauge at a location outside of confined space area. Keep the inflation gauge and valve a safe distance from the plugs.

3.7.6 Never overinflate the plug beyond its pressure rating.

3.7.7 The Contractor shall be responsible for any damage caused by loss of pipe plugs.

3.8 Pump Rental Charges

3.8.1 Pump rental charges shall only begin upon acceptance of equipment, by the City, for onsite equipment delivery. For equipment picked by the City, if needed, at the Contractors facility, rental will begin upon pickup.

3.8.2 Pump rental charges shall stop upon notice from the City. This includes if a Contractor hired by the City assumes responsibility for bypass pumping costs or the bypass pumping is no longer needed. No additional charges will be accepted by the City after this notice.

3.8.2.1 For pumps picked up by the City and shall be removed

by the Contractor after the bypass pumps are no longer required, the rental charges shall stop upon notice to the Contractor. The Contractor will be allowed to charge a one-time pick-up fee for these pumps.

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 8 of 17

3.9 Installation

3.9.1 Install and operate pumping and piping equipment in

accordance to the submittals provided per this Specification.

3.9.2 Sewer flow stoppage/plugging

3.9.2.1 Use confined space procedures and equipment during

installation when necessary.

3.9.2.2 Thoroughly clean the pipe before insertion of the plug.

3.9.2.3 Insert the plug seal surface completely so it is fully supported by the pipe.

3.9.2.4 Position the plug where there are not sharp edges or

protrusions that may damage the plug.

3.9.2.5 Use pressure gauges for measuring inflation pressures.

3.9.2.6 Minimize upstream pressure head before deflating and

removing.

3.9.3 Sewer flow control and monitoring

3.9.3.1 Take sufficient precautions to ensure sewer flow

operations do not cause flooding or damage to public or private property. The Contractor is responsible for any damage resulting from bypass pumping operations.

3.9.3.2 Begin continual monitoring of the sewer system as soon as the sewer is plugged or blocked. Be prepared to immediately start bypass pumping if needed due to surcharge conditions.

3.9.3.3 Sewer discharge may be into another sewer manhole or

appropriate vehicle or container only. Do not discharge sewer into an open environment such as an open channel or earthen holding facility.

3.9.3.4 Do not construct bypass facilities where vehicular traffic may travel over the piping.

3.9.3.4.1 Provide details in the suction and discharge

piping plan that accommodate both the bypass

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 9 of 17 facilities and traffic without disrupting either service.

3.10 Site Quality Control

3.10.1 Site Tests and Inspection

3.10.1.1 Perform leakage and pressure tests of the bypass

pumping pipe and equipment before actual operation begins. Have City staff on site during tests

3.11 Safety

3.11.1 The Contractor shall be responsible for meeting all Federal laws, ordinances, and regulations; State laws, ordinances, and regulations; county laws, ordinances, and regulations; and City laws, ordinances, and regulations for the safety of people, environment, and property. This includes, but is not limited to, all licenses, all Federal, State, County, and City Agencies, Administrations, and Commissions, such as the Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and the Texas Commission on Environmental Quality (TCEQ). 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 executed within every respect. The Contractor is responsible for ensuring all workers are certified to perform the task.

3.12 Insurance

3.12.1 All services, parts, and materials provided under this contract shall be in accordance with the most current volume of the of the National Electric Code, all City Ordinances and amendments, all current applicable codes of the American

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 10 of 17

National Standard Institute, American Society for Testing and Materials (ASTM), Code of Federal Regulations, Federal Specifications, Institute of Electrical & Electronics Engineers, Insulated Cable Engineers Association, National Fire Protection Association, Rural Electrification Administration and Underwriters Laboratories.

3.13 Hazards

3.13.1 The Contractor is required to notify the City immediately of any hazardous conditions and/or damage to City property. The Contractor shall at no time permit placing or use of equipment in such manner as 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.

3.14 Damages

3.14.1 The Contractor shall be wholly responsible for and shall promptly correct or restore all damages to any/all City facilities caused by its activities. Restoration and 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 the amount(s) necessary to correct defective work and/or damage being withheld from payments due or to become due to the Contractor.

3.15 Clean Up

3.15.1 The Contractor shall always keep the premises free from the 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 as free of spots, stains, etc., as before the work was undertaken.

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3.16 Regulations

3.16.1 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.

3.17 Performance Standards

3.17.1 Bypass systems shall operate continuously without overflow, backup, or interruption of service. Equipment must be maintained and inspected daily. Any failure shall be reported immediately to the City.

3.18 Performance Consequence

3.18.1 In the event of any spill or overflow resulting from bypass operations, the Contractor shall immediately perform site cleanup, disinfection, and restoration at no additional cost to the City. Upon completion, the Contractor shall remove all temporary systems and restore the site to pre-existing condition or better.

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 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

5.2.1 Will be evaluated using RFP-4

5.3 Contractor’s prior experience and references on similar projects with

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 12 of 17 other water utilities – up to 25 points available

5.3.1 Will be evaluated using RFP-4

5.4 Proposed schedule, work plan, equipment, and value/cost proposition– up to 20 points available

5.4.1 Will be evaluated using RFP-04

5.5 Specific qualifications of key personnel intended to be assigned to the project - up to 15 points

5.5.1 Will be evaluated using RFP-04

6.0 PRICING STRUCTURE

6.1.1 Highlight Contractor shall, for each project, submit a firm fixed price quotation to the Department Project Manager or designee within two (2) business days of notification for review by the Department Project Manager or designee, or at a time mutually agreed to between the Contractor and the Department Project Manager or designee. The quote will be evaluated for accuracy, demonstrated understanding of the project scope of work, schedule, and price, and shall be awarded to the Contractor meeting the project requirements at the lowest price. To comply with the quote process, the Contractor shall:

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

6.1.1.1.1 Description of the work to be performed.

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

6.1.1.1.3 Timeline including proposed start and finish

dates.

6.1.2 Understand that the submission of a firm fixed price quotation is

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 13 of 17 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.

6.1.3 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.

6.1.4 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.

6.1.5 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:

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

6.1.5.2 The adjustment in the project time, if applicable.

6.1.6 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.

7.0 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 pages within these sections shall be uniquely numbered for

RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 15 of 17 purposes of easy reference.

8.2 Response forms

8.2.1 Completed and signed RFP-04.

8.2.2 Completed and signed RFP-05.

8.2.3 Completed and signed RFP-06.

8.2.4 Completed and signed RFP-07.

8.2.5 Completed and signed RFP-08.

8.2.6 Completed RFP-09

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.

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, RFP Ref. #: 26-0069 Doc. Ref#: RFP-02 Page 16 of 17 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.

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.

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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.

8.3.3.2 Pricing shall be captured solely in the bid table, BT- 59DX, provided with this solicitation.

8.3.3.3 Proposers shall not include any cost or rate information within the proposal document, attachments, or exhibits.

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-06), detailing how the Small Business goal will be achieved.

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