5-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 1 of 15

RFP Title: Safety Footwear

1.0 INTRODUCTION AND PURPOSE

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

2.0 BACKGROUND

Several City departments provide safety footwear to employees who face hazards such as falling objects, slipping, or other workplace risks. In previous years, a mobile store visited job sites to distribute footwear directly to employees. For new hires, employees are now instructed to visit the vendor’s location to obtain their required safety footwear. The City has historically spent an average of $145,000.00 a year.

3.0 VENDOR REQUIREMENTS

3.1 Vendor shall have a minimum of two (2) years of experience providing products and services similar or related to the Scope of Services.

3.2 Vendor shall 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.

3.3 Vendor shall provide a 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.

3.4 Vendor shall ensure preservation, packaging, packing and marking are in accordance with best commercial practice, to provide adequate protection against shipping damage.

3.5 Vendor shall ensure all safety footwear be made from various leather materials with American National Standard Institute (ANSI) steel-toe and composite 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. Footwear shall 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

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 2 of 15 compression and impact performance standards. OSHA is a government agency that regulates workplace safety.

3.6 Vendor shall 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.

3.7 Vendor shall 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.

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

3.9 Vendor shall be able to provide extended sizes on an “as needed” basis.

4.0 PRODUCT REQUIREMENTS

4.1 Vendor shall 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:

4.1.1 Asphalt Footwear

4.1.1.1 Footwear shall 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.

4.1.2 Electrical Hazard Footwear (EH)

4.1.2.1 Footwear shall 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

4.1.3 Orthopedic Footwear

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4.1.3.1 Footwear will be soft and flexible full grain leather.

Fully cushioned insoles, lightweight polyurethane soles and rated excellent for slip resistance and meet ANSI I/75 C/75 steel-toe requirements

4.1.4 Restaurant-type Footwear

4.1.4.1 Footwear shall be light weight, synthetic and mesh

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

4.1.5 Static Dissipative

4.1.5.1 Footwear shall 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.

4.1.6 Waterproof Footwear

4.1.6.1 Footwear shall 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.

4.2 Vendor shall be able to provide work boots with the minimum specifications listed below:

4.2.1 Steel Toe or Composite Toe

4.2.2 Non-Slip (Slip Resistant)

4.2.3 Boot Sole Shank to prevent shop object penetration through the sole

4.2.4 Water Resistant

4.2.5 6”-8” (Snake boot Height)

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4.2.6 Lace up

4.2.7 Slip on

4.2.8 Soft Toe

4.2.9 Resistant to the following:

4.2.9.1 Oil/Gas

4.2.9.2 Chemicals

4.2.9.3 Abrasions

4.2.9.4 Non-Marking

4.3 Items shown on the Bid Table 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.

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

5.0 MOBILE SHOE SERVICE

5.1 Vendor shall provide a mobile shoe service equipped with:

5.1.1 Vendor shall furnish, operate, and maintain all necessary such as mobile vehicle, trailer, kiosk, or portable service station.

5.1.2 Vendor shall provide shoe-repair and polishing equipment.

5.1.3 Vendor shall provide its own tools and supplies.

5.1.4 Vendor shall provide cleaning and conditioning products to City employees upon request.

5.1.5 Vendor shall provide electrical and power equipment if required

5.1.6 Vendor must provide all tables, chairs, signage, and customer service equipment

5.1.7 Vendor mobile unit must be clean, professional, safe, accessible, and suitable for operation at all City of Fort Worth Property Management facilities.

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5.1.8 Vendor shall provide trained personnel to size individuals.

5.1.8.1 Personnel shall maintain and provide a high standard of workmanship and customer service.

5.1.9 Vendor shall provide a standardized document policy for reasonable turnaround times within their proposal.

5.2 The scheduled date and time for the mobile shoe fitting session will be mutually agreed upon by both the ordering department and Vendor.

5.2.1 Vendor shall arrive at least thirty minutes early to set up.

5.2.2 Vendor shall maintain continuous service during scheduled times.

5.2.3 Vendor Shall notify the point of contact at each facility of all disruptions.

5.2.4 Vendor must have the ability of provide additional service days upon request with five (5) business days.

6.0 BRAND NAME OR EQUAL

6.1 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.

6.2 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.

6.3 The Purchasing Manager or designee will evaluate “equal” product on the basis of information furnished by the Vendor or identified in the

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 6 of 15 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.

6.4 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.

6.5 The City will have sole right to determine equal products.

6.6 In the past, the City has purchased the following brands and styles, but not limited to:

6.6.1 Airwalk

6.6.2 Ariat

6.6.3 Bates

6.6.4 Brunt

6.6.5 CAT

6.6.6 Carhartt

6.6.7 Double H

6.6.8 Durango

6.6.9 Florsheim

6.6.10 Hey Dude

6.6.11 Hytest

6.6.12 Iron Age

6.6.13 Juno Jones

6.6.14 Justin

6.6.15 Keen

6.6.16 New Balance

6.6.17 Nike Orive NM

6.6.18 Nike Free RN

6.6.19 Nike Free TR 6

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6.6.20 Nike Run All Day

6.6.21 Puma

6.6.22 Rockport

6.6.23 Reebok

6.6.24 Super Sole

6.6.25 Tego Pro Timberland

6.6.26 Twisted X

6.6.27 Volcom

6.6.28 Wolverine

7.0 INVOICES AND RECEIPTS

7.1 If an employee selects safety footwear that exceeds the allowed allowance, the employee shall pay the difference at the time of purchase. The Vendor shall not request employee payroll deductions under this contract.

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

7.2.1 Vendor’s name and address

7.2.2 Employee Name and ID number

7.2.3 The City’s purchase order (PO) number

7.2.4 Vendor’s description of items shipped, including stock

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

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

8.0 RETURN AND EXCHANGES

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

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 8 of 15 of the items exchanged, and it does not exceed the allowed allowance the Vendor will invoice the City for the difference or provide the City with credit. If the exchange exceeds the allowed allowance then the difference shall be collected from the City employee at the time of exchange. 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.

8.4 Vendor shall 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:

8.4.1.1 Vendor's name and address

8.4.1.2 Employee Name and I.D. number

8.4.1.3 The City's purchase order number (PO) s

8.4.1.4 Vendor's description of items, including stock numbers, quantity, unit price, total price, and the number of packages shall be on the receipt.

8.4.1.5 Date of shipment, if shipped

8.4.1.6 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.

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

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 9 of 15 placed into service and will continue through the manufacturer’s standard warranty period

10.0 LOCATIONS AND HOURS OF BUSINESS

10.1 The Vendor shall provide mobile unit, fitting services and deliveries, to the following locations 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. – 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.

Meachem International Airport

201 American Concourse, Suite 330 Fort Worth, TX 76106

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

Spinks Airport 450 Alsbury Court Fort Worth, TX 76028

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

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

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

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Hazel Harvey Peace Center (Neighborhood Services)

801 Missouri Ave Fort Worth, 76104

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

TPW Warehouse 5001 James Avenue Warehouse Fort Worth, TX 76115

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.

11.0 DELIVERY AND RESPONSE TIME

11.1 Vendor will deliver footwear during standard business hours as listed in section 8.0.

11.2 Vendor will deliver footwear within one (1) week after placement of order.

11.3 Vendor will deliver special ordered footwear within two (2) weeks after placement of order.

11.4 Vendor will deliver expedited orders within two (2) business days after placement of order.

11.5 Vendor shall not deliver orders on the City observed holidays listed below:

11.5.1 New Year’s

11.5.2 Martin Luther King

11.5.3 Memorial Day

11.5.4 June 19th

11.5.5 July 4th

11.5.6 Labor Day

11.5.7 Thanksgiving and the following Friday

11.5.8 Christmas

12.0 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, RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 11 of 15 excluding price points, will not be considered for award.

13.0 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.

13.1 Cost – up to 30 points available

13.2 Small Business – up to 20 points available

Participation will be based on the following tier:

1% - 7% = 5 points 8% - 15% = 10 points 16% - 29% = 15 points 30% - 100% = 20 points

13.3 Company Experience – up to 10 points available

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

13.5 Ability to provide mobile services – up to 20 points available

14.0 PRICING STRUCTURE

14.1 Provide a written firm-fixed price quote, based on the products listed on the Bid Table.

14.2 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.

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15.0 CONTRACT AWARD PROCESS

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

15.2 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.

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

15.4 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.

15.5 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.

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

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

16.0 PROPOSAL FORMAT AND ATTACHMENTS

16.1 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.

16.2 Proposal Format Requirements

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16.2.1 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.

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

16.3 Response forms

16.3.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire

16.3.2 Completed RFP-05-Forms

16.3.3 Completed RFP-06-Small Business Utilization Form

16.3.4 Completed RFP-07-Deviations

16.3.5 Completed RFP-08-Reference

16.3.6 Completed Bid Table (BT-14EQ)

16.4 Technical Response

16.4.1 List of Exceptions/Substitutions/Clarifications/Additions

16.4.1.1 Although the Product 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.

16.4.1.2 If no exceptions are taken, please include a single

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

16.4.1.3 It is extremely important for the Proposer to make

clear where exceptions, clarifications substitutions and/or

RFP Ref. #: 26-0305 Doc. Ref#: RFP-02 Page 14 of 15 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.

16.4.1.4 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.

16.4.1.5 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.

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

16.4.1.7 Begin responses to the major sections of the

solicitation on a new page.

16.4.1.8 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.

16.4.2 Pricing

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16.4.2.1 Proposal pricing shall be submitted using the Bid

Table BT 14-EQ provided.

17.0 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:

Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

Current Small Business Certification issued by a certifying entity approved by the City Manager.