5-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES AND METHOD OF AWARD

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 1 of 12 RFP Title: Grass Seed, Sod, and Installation Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a non-exclusive contract for grass seed, sod, and sod installation on an as needed basis for the Water Department per descriptions and specifications listed in this RFP

2.0 BACKGROUND (or use) OVERVIEW

The City of Fort Worth uses grass seed, sod and installation services on residential and commercial properties throughout the City. This work is to provide site restoration that was disrupted by maintenance or repair work.

3.0 SCOPE OF WORK

3.1 Proposer Requirements

3.1.1 Have a minimum of 3 (three) years of experience performing products and services similar or related to the Scope of Services.

3.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

3.2 Proposer Responsibilities:

3.2.1 Proposer shall provide all necessary labor, material, and equipment to provide various grass sod, seed and related services. These services shall include, but not limited to, providing various varieties of grass sod and related installation services, bulk grass seed, hydro-mulching services utilizing various seed types and ground preparation services as required and requested. The seed and sod may be picked up by the City of Fort Worth, “City”, delivered to the City by the Contractor or delivered to the City and installed by Contractor as directed by City Departments

3.2.2 At a minimum, Proposer shall maintain an on-hand inventory of at least two (2) pallets of each type of grass sod included in the bid. This is for immediate needs

3.2.3 Proposer shall respond to all inquiries and issues by email or phone call within 24 hours. Failure to respond as indicated shall result in the termination of this contract.

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 2 of 12

3.2.4 Proposer shall be equipped with proper tools and equipment at all times when performing installation services.

3.2.5 Proposer shall provide the City with a before and after photo of each job.

3.2.6 Proposer shall contact customer by phone or door hanger with instructions for proper care and maintenance of the newly installed grass or sod.

3.3 SOD

3.3.1 Sod shall consist of leaf blades and roots with healthy and virile system of dense, thickly matted roots throughout the soil of the sod for a thickness of not less than three-quarters (3/4”) inch.

3.3.2 Sod shall be alive, healthy, vigorous, free of insects, disease, stones, and undesirable foreign materials and grasses.

3.3.3 Sod must be kept moist from the time it is dug until it is plant.

The grass shall have been mowed prior to sod cutting so that the height of the grass shall not exceed two inches (2”).

3.3.4 The City anticipates requesting the following sod types most frequently:

3.3.4.1 Common Bermuda

3.3.4.2 St. Augustine

3.3.4.3 Tiff 419 Bermuda (Tifway 419) Zoysia

3.3.4.4 Buffalo Grass 609

3.3.5 City has the right to refuse sod at pick up or delivery and Proposer will not be entitled to compensation if condition of sod is not is not fresh cut as required, is insect infested, dried out, wilted, delivered to required location late, (late shall be defined as in excess of sixty minutes (60) of promised or requested delivery time) or in otherwise poor condition as determined by the City

3.4 SOD Installation

3.4.1 Sod shall be carefully placed edge to edge by hand with tightly

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 3 of 12 fitted joints. Overlapping will not be allowed.

3.4.2 The Proposer shall not install sod on saturated or frozen soils and shall avoid covering stationary or permanent fixtures. There are three (3) different types of sod installations.

3.4.2.1 Sod Installation A – This installation requires the

Contractor to only install sod at the location designated by the City.

3.4.2.2 Sod Installation B – The Contractor is required to provide base soil. This option includes the same specifications listed before in section 3.4.2.1.

3.4.2.3 Sod Installation C – The Contractor is required to

perform soil preparation services. In addition this option includes the same specifications listed before in section

3.4.2.1 and 3.4.2.2.

3.4.2.4 The Contractor shall water the sod after installation.

3.4.2.4.1 The Contractor shall use clean water, free of

impurities or substances that might injure the sod.

3.4.3 Soil Preparation service shall include, but not limited to, removal of existing sod to requested depth, normally 1-2 inches in depth, adding compost or fresh topsoil as required depending on the thickness of sod being installed and leveling soil which will vary with slope or contour of ground. The Contractor is also responsible for light grading. These services shall be defined as light hand raking to remove small rocks, break up dirt clumps.

3.4.4 Proposer shall keep the project site in a neat and orderly condition.

3.4.4.1 Clean up work shall be done as the work progresses or as needed.

3.4.4.2 Prior to leaving the jobsite, the Proposer shall remove excess material, dirt, debris, or trash of any kind.

3.5 Hydro-Mulching

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 4 of 12

3.5.1 Seeding will consist of providing and planting hydromulch seed or a mixture of seed of the kind specified by the City at order placement

3.5.1.1 Each variety will be separated into different containers or bags.

3.5.1.2 Seeded area will be watered by the Contractor as

directed by the City to prevent washing from slopes or dislodgement of the seed.

3.6 Seed

3.6.1 The City anticipates requesting the following seed types most frequently:

3.6.1.1 Common Bermuda Seed Hulled VNS

99.9% Weed Free Pure Seed 98% Crop Seed 00.20% Inert 1.75% Weed Seed 00.05% Germination 85% Perennial

3.6.1.2 Princess 77 Bermuda

99.9% Weed Free

3.6.1.3 Winter Rye (Annual) Seed

Pure seed 97.75% Crop seed 2.01% Inert 00.08% Weed Seed 00.16% Germination 90%

3.6.1.4 K-31 Fescue Seed

99.9% Weed Free Purity 97% Germination 90%

3.6.1.5 Perennial Rye Seed

99.9% Weed Free

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 5 of 12

3.6.1.6 TLC Tall Fescue Seed

99.9% Weed Free

3.6.1.7 Certified Rebel Fescue Seed – Seed will be for over

seeing of gold course greens and athletic turf areas.

99.9% Weed Free Purity 98% Germination 90% Treated with 1 ½ ounce of Apron Fungicide

3.7 Delivery

3.7.1 The delivery area is generally defined by the City limits of Fort

Worth, Texas; however it should be noted that the City of Fort Worth, Texas encompasses several cities and communities. The City owns and maintains utilities located within these cities and communities and work orders may be issued accordingly.

3.7.2 Proposer shall deliver grass seed and/or sod to the requesting division location within seven (7) business days of receipt of an order by an authorized City of Fort Worth employee unless otherwise mutually arranged upon in writing

3.7.3 Proposer is responsible for the removal of the pallet(s) of grass sod from the Contractor’s vehicle.

4.0 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.

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 – up to 20 points available

5.3 Company Experience – up to 15 points

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 6 of 12

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

5.5 Technical Approach – up to 25 points available

6.0 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).

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

7.0 PRICING STRUCTURE

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.

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 7 of 12

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.

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, RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 8 of 12 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

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

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 9 of 12 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 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.

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

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

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 10 of 12 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-03.

9.2.2 Completed and signed RFP-05.

9.2.3 Completed and signed RFP-06.

9.2.4 Completed and signed RFP-07.

9.3 Technical Response

9.3.1 Submit proof of experience with the bid.

9.3.2 List of Exceptions/Substitutions/Clarifications/Additions

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

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 11 of 12 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.

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.

RFP Ref. #: 26-0036 Doc. Ref#: RFP-02 Page 12 of 12

9.3.3 Pricing

9.3.3.1 Proposal pricing shall be assembled and presented in

accordance with the format and instructions of this solicitation.