6-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0179 Doc. Ref#: RFP-02 Page 1 of 11 RFP Title: One Time Purchase of Animal Housing Equipment

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms for the purchase, delivery, and limited installation of animal housing equipment, including kennel doors, large/group housing kennels, and cat condos for use at Fort Worth Animal Care and Control (FWACC) facilities. Installation services under this solicitation are limited to kennel doors only. All kennels and cat condos shall be delivered assembly-ready for installation by FWACC staff.

The intent of this solicitation is to obtain durable, safe, and standardized equipment that supports daily operations and complies with applicable FWACC requirements.

The equipment will be used to house dogs and cats in a municipal animal shelter environment and must be suitable for daily use, frequent sanitation, and animal welfare best practices. All items shall be new, unused, and commercial or veterinary grade, designed specifically for animal shelter or veterinary applications.

The City seeks firms with demonstrated experience providing and installing kennel systems, animal housing equipment, or similar commercial enclosure products. Experience with municipalities, local government agencies, animal shelters, veterinary facilities, or comparable institutional environments is preferred.

The successful bidder, hereafter referred to as the “Proposer” or “Vendor,” shall provide a complete turnkey solution, including all goods, delivery, installation, coordination, and related services necessary for final acceptance by the City.

2.0 SCOPE OF SERVICES

The Vendor shall provide all labor, materials, equipment, tools, transportation, and incidentals necessary to furnish new kennel doors, large/group housing kennels, and cat condos, in accordance with the specifications outlined herein. Installation services under this solicitation are limited to kennel doors only. Large/group housing kennels and cat condos shall be delivered assembly-ready for installation by FWACC staff.

Installation of kennel doors shall include removal of existing doors, if

RFP Ref. #: 26-0179 Doc. Ref#: RFP-02 Page 2 of 11 applicable, proper fitment, and operation testing. The Vendor shall remove and properly dispose of replaced kennel doors upon installation.

3.0 KENNEL DOOR MINIMUM SPECIFICATIONS

All kennel doors furnished and installed under this solicitation shall meet the following minimum requirements:

3.1 Door Configuration:

3.1.1 Half-panel glass with the remaining half constructed of solid material, or

3.1.2 Full-panel glass construction

3.1.3 Slotted kennel doors are not acceptable

3.2 Dimensions:

3.2.1 Nominal size of 48 inches wide by 72 inches high

3.2.2 Doors must be manufactured to fit this opening size without modification by FWACC

3.3 Glass Panel Requirements:

3.3.1 Glass shall be tempered, safety-rated and suitable for

commercial or institutional animal housing environments

3.3.2 Glass shall be securely mounted to prevent loosening, breakage, or injury

3.4 Construction and Durability:

3.4.1 Doors shall be designed for heavy-duty, commercial kennel use

3.4.2 Doors must affix to existing kennel frames

3.4.3 Materials shall be non-porous and resistant to corrosion, moisture, cleaning chemicals, and routine sanitization

3.4.4 Doors shall have a secure gate-latch

3.4.5 Doors must come with a built-in clipboard clip/hook

3.4.6 Doors must swing ambidextrous

3.5 Color Preference: Opaque

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3.6 Condition: All doors must be new, free from defects, and not refurbished or reconditioned

3.7 Quantity: Up to 250, with a minimum of 200 kennel doors are expected to be purchased

4.0 KENNEL/GROUP HOUSING MINIMUM SPECIFICATIONS

All large/group housing kennels furnished under this solicitation shall meet or exceed the following minimum requirements:

4.1 All enclosures must be constructed of durable, non-porous, veterinary grade materials suitable for animal shelter environments and frequent sanitation. Exposed wood or other porous materials are not acceptable.

4.1.1 Acceptable materials may include but are not limited to, waterproof extruded PVC, tempered glass, polycarbonate, or other comparable veterinary grade materials

4.2 All veterinary grade materials are acceptable, however, the City has a strong preference for designs that do not utilize wire grid components.

4.3 Large/group housing kennels must be designed for extended or multi-cat housing and include:

4.3.1 Durable enclosure suitable for daily cleaning and

sanitation

4.3.2 Secure access doors or panels

4.3.3 Features such as shelves/ledges and integrated bowl

systems are optional and may be proposed at the vendor’s discretion

4.4 There is no color preference.

4.5 Large/group housing kennels shall be delivered ready-to-assemble.

Assembly and installation will be completed by City staff.

4.6 Dimensions: 36 inches (W) x 48 inches (D) x 48 inches (H)

4.7 Quantity: Two (2)

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5.0 CAT CONDO MINIMUM REQUIREMENTS

All cat condos furnished under this solicitation shall meet or exceed the following minimum requirements:

5.1 All enclosures must be constructed of durable, non-porous, veterinary grade materials suitable for animal shelter environments and frequent sanitation. Exposed wood or other porous materials are not acceptable.

5.1.1 Acceptable materials may include but are not limited to, waterproof extruded PVC, tempered glass, polycarbonate, or other comparable veterinary grade materials

5.2 All veterinary grade materials are acceptable, however, the City has a strong preference for designs that do not utilize wire grid components.

5.3 Cat condos shall be designed as vertical and/or horizontal stacking units. Freestanding units are not acceptable. Cat condos must include, at a minimum:

5.3.1 A multi-compartment layout that allows separation of

living/sleeping area, feeding area, and litter area

5.3.2 Transfer portals between compartments

5.3.3 Caster wheels or other mobility features to allow staff movements and cleaning

5.4 There is no color preference.

5.5 Cat condos shall be delivered ready-to-assemble. Assembly and installation will be completed by City staff.

5.6 Dimensions: 44 inches (W) x 21 inches (D) x 30 inches (H).

Minimum divided compartment height: 11 inches

5.7 Quantity: Fifty (50)

6.0 COMPLIANCE AND STANDARDS

6.1 All products shall comply with applicable federal, state, and local laws, regulations, and ordinances

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6.2 Vendor must comply with all applicable safety and manufacturing standards relevant to kennel and animal housing equipment

7.0 DELIVERY REQUIREMENTS

7.1 Vendor shall deliver all items to Chuck and Brenda Silcox Animal

Care and Adoption Center; 4900 Martin St, Fort Worth, TX 76119

7.2 All kennels and cat condos shall be delivered assembly-ready for installation by FWACC staff

7.3 Installation setup should allow for prevention of damage to the kennels and all other FWACC equipment

7.4 Delivery schedule shall be clearly stated in the Vendor’s response

7.5 Delivery of all products and completion of kennel door installation shall occur within sixty (60) calendar days of issuance of the Purchase Order, unless otherwise approved in writing by the City

8.0 INSTALLATION REQUIREMENTS

8.1 Installation under the resulting agreement of this solicitation is limited to kennel doors only

8.2 Installation shall be performed by qualified personnel experienced in commercial kennel installation

8.3 Vendor shall verify site dimensions prior to installation

8.4 Installation shall ensure doors are level, plumb, securely anchored, and fully operational

8.5 Installation of new kennel doors will utilize existing kennel framing

8.6 Any debris, packaging, or removed materials shall be properly disposed of by the Vendor

8.7 Installation work shall not interfere with facility operations and shall be coordinated with FWACC staff

8.8 Kennel/group housing and Cat condos will not require installation by the Vendor and instead will be installed by FWACC staff

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9.0 WARRANTY

9.1 Vendor shall provide a standard manufacturer’s warranty covering defects in materials

9.2 Vendor shall provide a one (1) year warranty on the installation and workmanship

9.3 Warranty terms and duration shall be clearly stated in the bid response

10.0 ACCEPTANCE

Final acceptance of all goods and installation services shall be subject to inspection by FWACC staff to ensure compliance with this Scope of Services and all stated specifications.

11.0 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 not be considered for award.

12.0 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.

12.1 Cost – up to 5 points available

12.2 Small Business Participation – up to 25 points available

Participation will be based on the following tier: 0% = 0 points, 1% to 10% = 10 points, 11% to 20% = 15 points, 21% to 29% = 20 points, 30% or more (goal met) = 25 points

12.3 Technical Specifications and Compliance – up to 30 points available

12.4 Vendor Qualifications and Experience – up to 15 points available

12.5 Delivery and Installation Schedule and Logistics – up to 15 points available

12.6 Warranty and Product Support – up to 10 points available

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13.0 PRICING STRUCTURE

13.1 Proposers shall submit pricing in the Bid Table (BT-67IZ). Pricing provided elsewhere in the proposal submission, including attachments or narrative responses, will not be used for evaluation or contract purposes.

13.2 Pricing for all line items shall be fully inclusive of all costs associated with that specific line item and this Scope of Services.

13.3 This includes, but is not limited to: labor, materials, hardware, fasteners, anchoring components, field adjustments, equipment, transportation, supervision, and any other incidental costs necessary to provide a complete and operational installation.

13.4 If a Proposer wishes to offer alternate material options, configurations, or product variations, such options must be submitted in the Additional Responses section of the Bid Table (BT-67IZ). Each alternate option must clearly identify the proposed material and corresponding pricing.

13.5 Any fee entered under the “Non-Standard Charges” line item must represent a legitimate charge not already included in the base pricing.

Such fees shall be clearly described in the Bid Table (BT-67IZ) and may include items such as optional design services, requested mock-ups, or approved alternative payment structures such as down payments. This line item shall not be used to separately charge for standard product costs, installation, disposal, delivery, or other required scope items.

13.6 If a Proposer has more than one non-standard charge to disclose, additional details and corresponding pricing shall be submitted in the Additional Responses section of the Bid Table (BT-67IZ). Each fee must be clearly identified and separately priced.

13.7 All pricing must be fully disclosed at the time of bid submission. No additional or undisclosed costs will be accepted after award.

14.0 AGREEMENT TERM

This agreement is for a one-time purchase and shall remain in effect until all goods and/or services have been delivered, inspected, accepted, and final

RFP Ref. #: 26-0179 Doc. Ref#: RFP-02 Page 8 of 11 payment has been made, unless otherwise terminated in accordance with the terms of this agreement. This section supersedes Section 24 of RFP-01- Instructions to Proposers solely with respect to the term and duration of this Agreement.

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

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.

16.1 Proposal Format Requirements

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16.1.1 Proposal format shall be in a 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.

16.1.2 All proposal sections shall be divided by submission titles.

All pages within these sections shall be uniquely numbered for purposes of easy reference.

16.2 Response Forms

16.2.1 Completed and signed RFP-04 CFW Required Forms

16.2.2 Completed and signed RFP-05 Small Business

Utilization Form and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

16.2.3 Completed and signed RFP-06 Deviations

16.3 Technical Response

16.3.1 Product specifications and technical literature

16.3.2 Confirmation of compliance with all requirements

16.3.3 Installation timeline

16.3.4 Warranty information

16.3.5 Description of prior experience with municipalities, local governments, animal shelters, or similar facilities.

Include references if available

16.3.6 Written confirmation that delivery and complete

installation can be achieved within sixty (60) calendar days of Purchase Order issuance

16.3.7 Proposed project schedule or timeline from award

through final installation

16.4 List of Exceptions/Substitutions/Clarifications/Additions

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For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-06-Deviations to capture this information.

16.4.1 Although the Scope of Services included in the 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.

16.4.2 If no exceptions are taken, Proposer shall indicate “No Exceptions Taken” on RFP-06-Deviations and submit the completed form.

16.4.3 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.

16.4.4 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.

16.4.5 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

RFP Ref. #: 26-0179 Doc. Ref#: RFP-02 Page 11 of 11 explanation.

16.4.6 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.

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

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

16.4.9 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.

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 a certifying entity approved by the City Manager.

https://www.fortworthtexas.gov/departments/econdev/sbdp/sbe