6-RFP-02-Evaluation Factors and Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES AND METHOD OF AWARD

RFP Ref. #: 25-0222 Doc. Ref#: RFP-02 Page 1 of 4 RFP Title: Service of Process and Legal Courier Services

INTRODUCTION AND PURPOSE

The City of Fort Worth is seeking submissions from qualified vendors to provide Service of Process and legal courier services for various City Departments.

Successful respondents will be able to serve legal documents to designated parties both locally and throughout the United States on an as-needed basis. Successful respondents will be able to provide specialized legal courier services such as filing court documents, delivering confidential materials securely, and additional like services on an as-needed basis.

EVALUATION FACTORS

For the Proposer’s response to be evaluated, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements.

All required documentation must be included to be considered.

If the Proposal meets the above requirements, selection will be based on the qualified Proposer(s) that is determined to be the most advantageous to the City considering the relative importance of evaluation factors listed below:

Note: A bidder may be disqualified if they do not meet at least 50% of the evaluation points available (excluding cost).

1. Qualifications & Experience – up to 20 points available

Years in business, experience with similar projects, certifications and licenses, training in legal requirements and professional conduct, etc.

2. Service Approach & Execution – up to 35 points available Timeliness of response and service attempts, procedures for tracking, reporting, and confirming service, chain of custody practices (for courier/document handling), communication and reporting capabilities, methods for protecting confidential information.

3. Ability to Meet City Needs – up to 25 points available Capacity to provide both courier and process of service functions, demonstrated professionalism, reliability, and consistency, geographic coverage, etc.

4. Cost – up to 20 points available

RFP Ref. #: 25-0222 Doc. Ref#: RFP-02 Page 2 of 4

SCOPE OF SERVICES

The City of Fort Worth (City) is requesting proposals from qualified firms to establish multiple non-exclusive contracts for Service of Process and Legal Courier services for the City of Fort Worth per descriptions and specifications listed in this

RFP.

1.0 PROPOSER REQUIREMENTS – Proposer shall:

1.1 Have a minimum of three (3) years of experience providing Process- Serving and/or legal courier services (whichever category the proposer is awarded).

1.2 Hold and maintain all relevant licenses and certifications to perform services as outlined in this bid.

1.3 Comply with any and all Federal, State, Local, and other applicable laws and other regulations at all times while representing the City of Fort Worth.

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

2.0 PROPOSER RESPONSIBILITIES

2.1 Perform background checks on all personnel assigned to City orders (if personnel already have a background check on file with Proposer, a new check is not required). Proposer will provide background checks to the City upon request.

2.2 Invoices must be provided for vendor to receive payment. Invoice must include name of party being served, court case number, address location of successful service, date and time of successful service.

2.3 Successful bidder must provide City representatives with access to case records upon request. Case record must include dates, times, and locations of service attempts, the agent performing the service attempt, and any other relevant information.

2.4 SERVICE OF PROCESS

2.4.1 If bidding on Service of Process, Proposer must be able to fulfil service orders throughout the United States.

2.4.2 Respond to service requests within one (1) business day.

RFP Ref. #: 25-0222 Doc. Ref#: RFP-02 Page 3 of 4

2.4.2.1 For the purpose of this bid, “business day” shall mean Monday through Friday, 8:00AM to 5:00PM, excluding City holidays.

2.4.2.2 For the purpose of this bid, “City holidays” shall

include the following:

• New Year’s Day

• Martin Luther King Jr. Day

• Memorial Day

• Juneteenth

• July 4th

• Labor Day

• Thanksgiving Thursday and the following Friday

• Christmas Day

2.4.3 “Standard” services will be completed within thirty (30) days of order.

2.4.4 “Rush” services will be completed within five (5) days of order.

2.4.5 Invoices must be provided for the vendor to receive payment.

The invoice must include the name of party being served, the court case number, the address and location of successful service, date and time of successful service, and the name of the agent that completed service.

2.4.6 Vendor will submit an Affidavit of Service with their invoice for services. Payment will not be remitted without a complete Affidavit of Service.

2.5 LEGAL COURIER SERVICE

2.5.1 Respond to service orders within two (2) business hours

(“business hours” as detailed in 2.4.2.1 above).

2.5.2 All “standard” service orders received by Vendor by 11:00AM

(local time) will be completed on the day received.

2.5.3 All “rush” service orders will be completed within three (3) hours.

2.5.4 Vendor will accompany the invoice with a delivery receipt

RFP Ref. #: 25-0222 Doc. Ref#: RFP-02 Page 4 of 4 containing the time of delivery, the name of the recipient, and the signature of the recipient.

3.0 PRICING

3.1 Proposer must submit a completed Bid Table (BT-47AV) to be considered.

3.1.1 Proposer is not required to bid on both Courier and Process

Service categories. Proposers are required to bid on all line items within the category they are submitting for.

3.1.2 If only bidding on one category of services, completed Bid Table must have “No bid” selected for alternate category; a bid of 0 (zero) will be interpreted by the City has a no-charge (free) item and the City will not be expected to pay for that item.

3.2 Any line noted as “Add-on” must be approved by requestor in writing prior to performing service. Any add-on services performed without prior approval will not be paid by the City.