6-RFP-06-Evaluation Factors and Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

EVALUATION FACTORS AND SCOPE OF SERVICES

RFP Ref. #: 25-0163 Doc. Ref#: RFP-06 Page 1 of 13 RFP Title: Automated Temperature Monitoring System

EVALUATION FACTORS

For the Proposer’s response to be evaluated, the Proposer must provide a complete Proposal submitted within the stated deadline and per the Proposal requirements.

Proposer shall include in the Proposal documents/details that are required for evaluating the Proposal including Business Equity Goal documentation if applicable for the RFP.

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 proposer may be disqualified if they If the proposal Proposer(s) that is determined to be the most advantageous to the City considering the relative importance of evaluation factors listed below:

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

i. Cost – up to 20 points available

a. Cost will be evaluated based on the items indicated on the Bid Table

ii. Qualifications and Experience – up to 20 points available

a. This evaluation factor will be evaluated based on the information provided in RFP-06-Questionnaire and Requirements

iii. Contractor’s availability of equipment, parts and personnel to provide goods and perform services – up to 25 points available

a. This evaluation factor will be evaluated based on the information provided in RFP-06-Questionnaire and Requirements

iv. Contractor’s ability to meet the City’s needs- up to 35 points available

a. This evaluation factor will be evaluated based on the information provided in RFP-06-Questionnaire and Requirements

1.0 BIDDER REQUIREMENTS - Proposer shall:

i. Have a minimum of three (3) years of experience performing providing, installing, and maintaining automated temperature monitoring systems in laboratory environments similar or related to the Scope of Services.

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

2.0 INTENT

The intent of this RFP and resulting contract is for a one-time purchase of an automated, continuous temperature monitoring system and services for the City of Fort Worth Water Department – Laboratory Division.

3.0 SCOPE

3.1 The City of Fort Worth (City) seeks bids from qualified Contractors to provide an automated temperature monitoring system, Service Agreement/Preventative Maintenance, and Annual Calibration for the Centralized Water and Wastewater Laboratory. This specification is intended to describe an integrated Laboratory Equipment Monitoring system.

3.2 The equipment application is for:

3.2.1 Continuously monitoring, measuring and recording

temperatures of equipment necessary to support laboratory operations such as ovens, refrigerators, freezers, incubators and water baths.

3.2.2 Observing conditions and receiving alerts if temperatures deviate from set parameters.

3.2.3 Meeting regulatory and accreditation requirements, including those set forth by the Environmental Protection Agency (EPA), Texas Commission on Environmental Quality (TCEQ), and The NELAC Institute (TNI).

3.2.4 Unit price shall be inclusive all cost for the laboratory equipment including fuel, fuel surcharge, travel and shipping/delivery charges. No additional charges will be accepted or paid by the City.

3.2.5 The system as described shall be installed, tested on-site, and delivered to the owner in first class condition. The system shall include all required hardware, software, and wiring to

RFP Ref. #: 25-0163 Doc. Ref#: RFP-06 Page 3 of 13 accomplish the requirements of the specification. A walk-through is required to determine a complete full system installation. This is inclusive of final sensor count requirements, additional hardware needed, data loggers, gateways, power supplies, mounting brackets, and network connectivity equipment for the automated temperature monitoring system.

3.2.6 All materials furnished will be new and of the latest design available from a single manufacturer who is engaged in the manufacture and sale of Centralized Laboratory Equipment monitoring systems. The manufacturer shall have an installed base of similar systems as a reference.

4.0 CONTRACTOR REQUIREMENTS

4.1 Upon installation, Contractor must be able to provide units that are National Institute of Standards and Technology (NIST) traceable and provide the NIST Traceable Calibration Certificate/Certificate of Conformity.

4.2 The Contractor shall be a currently certified International Standards Organization (ISO) 9001 company and hold accreditation to ISO 17025 for calibration services.

4.3 All installation personnel shall be fully qualified by the manufacturer to install systems of this type, and must be either employees of the system manufacturer, or have completed a manufacturer administered training program. The contractor hall provide proof that the installation personnel currently meet these requirements.

4.4 Contractor must have legal access to applicable software licenses and must be supplied during service and upgrades. Contractor must also supply only new hardware components/modules. Annual maintenance must also include the latest software release from Contractor at the time of validation.

4.5 The Contractor must have previous experience working with and installing equipment into laboratories.

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4.6 Similar to the “Shelf Life” concept Contractor must be able to provide a Calibration tag/sticker ensuring a minimum of 18 months of operational use to prevent an immediate calibration expense.

Contractor shall provide pricing for annual, on-site calibration to include parts, labor and travel expense.

4.7 Annual Validation/Service Contracts Include:

4.8 PM Visit and IQ/OQ Test

4.9 Updates to the Operating System

4.10 GMP/GLP IQ/OQ Validation Report

4.11 Software Validation Test Report

4.12 Calibration of Temp sensors with NIST Traceable Equipment, on site, including warranty repairs

4.13 Free system training as needed throughout the year

4.14 Telephone support, 24 hours a Day, seven days a week

4.15 Service calls by Contractor’s technician when needed, and at no additional charge for warranty service (including travel)

4.16 Parts available from factory

4.18 All parts and labor to restore system to normal if a problem arises

4.19 Trade-out parts to minimize down time

4.20 Supplier shall provide a Service Agreement for annual calibration, repairs and preventative maintenance contract with proposal submittal.

4.21 All NIST Traceable products must arrive with a NIST Traceable Calibration Certificate and, when applicable, a NIST Traceable Calibration sticker.

5.0 MATERIALS AND SERVICES

5.1 The system shall include, but not limited to the following elements:

5.1.1 Master Control Node(s). The number of which as required by input quantities or as determined by the manufacturer to facilitate installation requirements.

5.1.2 System must have the ability for a “Backup Node” whose

primary responsibility is to monitor the Main Node and takeover monitoring responsibilities for that Node in the event it stops responding.

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5.1.3 All wireless coordinators, routers and transmitters number of which as required by input quantities, or as determined by the manufacturer to facilitate installation requirements.

5.1.4 Software and firmware as required providing a complete

functional system.

5.1.5 Hardwired or wireless temperature sensors required to monitor the designated equipment identified in this bid.

5.1.6 Installation, testing and validation of the system.

5.1.7 Training of users on the operation and maintenance of the system.

6.0 SYSTEM FEATURES

6.1 The system shall be specifically designed as an environmental monitoring system capable of sensing temperature, in real time, and monitoring and alarming based on the real-time readings from its sensors.

6.2 The system shall be capable of monitoring wireless or hardwired sensors and it must be capable of handling both wireless and hardwired sensors (hybrid) in any number combination.

6.3 Access to the system shall be controlled by username and password.

6.4 System shall be capable of delivering alarm messages for each input, which shall include the current sensor reading, the upper and lower alarm limits, and the inputs current alarm status.

6.5 The system shall be capable of operating independent of the PC or Network. The system or node will perform all of the monitoring, alarming, data collection and off-site notification whether a workstation PC is on or off-line. The system will have a built-in memory buffer to ensure that all data is secure until it is downloaded to the Network's central database.

6.6 System shall be capable of e-mailing or text messaging, alarm conditions for each individual input.

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6.7 System shall have a dead system alarm that generates a clear and audible trouble alarm if the system fails to complete its program cycle or if a problem with the external wiring develops (such as shorts, opens, etc.).

6.8 System shall possess an alarm that will indicate if the system has lost communication with the database

6.9 System must have independent programmable alarm delays on each input to provide false alarm prevention. The user shall be able to inhibit any alarm for a preset time period. The alarm will automatically re-enable after timing out.

6.10 The system shall have a built-in battery back-up system. It will have a power outage recognition alarm with a user settable delay.

6.11 System shall have simple, menu driven programming

6.12 There shall be an audit log that documents program changes, input calibrations, and access code changes. The log shows what the conditions were, what they were changed to, and who changed them.

There shall be an automatic backup of the node program whenever a program change is made.

6.13 Inputs can be grouped by department or type, etc., for report generation and alarm handling purposes.

6.14 The system shall be computer based and shall communicate and operate over customer existing TCP/IP LAN/WAN.

6.15 The system shall have sophisticated security features that will prevent unauthorized access to the program or data at both the node and the PC. These usernames and passwords shall provide identification of and accountability by all persons using the system.

6.16 It shall be possible for multiple computers to log onto the same node simultaneously to handle alarms, monitor, download and print information or program, with the proper security clearance.

6.17 Historical data may be retrieved and analyzed in many different formats, including graphing or printout of a probe’s readings, highs, RFP Ref. #: 25-0163 Doc. Ref#: RFP-06 Page 7 of 13 lows and averages, and listing historical events by type.

6.18 The system shall be capable of logging all events to a situation board on the computer screen in real time. This will allow a user at a dedicated computer to respond to the alarm, before it begins its programmed voice dialing.

6.19 The system shall come with a complete hardware and software validation manual, detailing all test results. The validation will be performed upon initial installation.

6.20 The system shall be capable of 0.1°C. resolution on all inputs.

6.21 The system shall have a TCP/IP option that enables it to communicate over wide area networks (WANs).

6.22 The node shall have the option to connect directly to an existing TCP/IP network.

6.23 The system shall be capable of daily automatic printouts for events and readings reports and graphs, all history reports, and 4-hour printouts for the readings history report.

6.24 Any system software updates shall be verified in a “test” system prior to updates on all workstations. System software shall automatically update all workstations.

6.25 Web access to the system shall be provided.

6.26 All alarm state changes should be logged along with a complete time and date stamp if the proper options in the program are set.

6.27 All changes in the user program must be logged into an encrypted audit trail in plain language that shows a valid time/date stamp, the individual who made the change, and the exact nature of the change.

6.28 The system shall be capable of generating reports of all system events selected by department, and/or by input number, input name, event type, and date. As an option, such reports shall include detailed descriptions of program changes, and user comments and filled out alarm response forms about the particular events.

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6.29 The system shall be capable of generating printouts or graphs of readings, and of daily highs, lows and averages, selected by department.

6.30 Individual sensor types are determined by the type of equipment specified to be monitored within this bid.

6.31 Wireless sensors shall transmit at FCC approved 2.4 GHz.

7.0 INSTALLATION:

7.1 The contractor shall furnish and install the system in accordance with the Plans and Specifications and the manufacturer’s recommendations. The manufacturer shall provide detailed prints and wiring instructions for the installation of all equipment.

7.2 All wiring shall be of a type and gauge suitable for the expected loads and conform to all applicable codes as to wire type, insulation properties, and meet all requirements of the system’s manufacturer.

7.3 The manufacturer’s qualified installation personnel shall make all final connections to panels, sensors, and computer systems. All installation personnel must be trained and shall have documentation to certify their training.

7.4 The contractor shall clean all dust, dirt, construction, and installation debris from the inside and outside of all panels after the completion of the installation.

7.5 Power shall not be applied to the system except in the presence of a factory-trained technician, or other representative as designated by the manufacturer.

7.6 The electrical contractor shall provide power for all panels as required and make final connections to power control relays.

7.7 Any manufacturer’s recommendation in conflict with the engineering drawings and specifications shall be brought to the attention of the Contractor’s Engineer for clarification, and Engineer shall advise the manufacturer of any changes required in the work.

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7.8 Contractor is to ensure that all wiring is free of internal shorts, shorts to ground, or opens before requesting final terminations to be made by manufacturer’s installation personnel.

7.9 All installation of 120-volt AC power (duplex outlets) for panels, as indicated on the manufacturer’s drawings, shall be coordinated with the installation of all panels and with other trades to ensure that all outlets are within the distance to the panels specified on the drawings.

8.0 TESTING AND VALIDATION

8.1 The completed environmental monitoring and control system shall be tested in accordance with all applicable Good Manufacturing Practices (GMP), Good Laboratory Practice (GLP) guidelines by the manufacturer’s installation personnel using NIST traceable instruments or other instruments supplied by, and acceptable to the owner and engineer. The system will be tested for the following conditions according to a formal hardware validation protocol that tests as a minimum that:

8.1.1 All inputs are working properly.

8.1.2 All temperature sensors are installed in the correct places, as indicated by their names on the main system.

8.1.3 All sensors are reading correctly.

8.1.4 All sensors are properly calibrated.

8.1.5 All wireless components are functioning properly.

8.1.6 The system properly identifies an alarm situation.

8.1.7 The local alarm is operational.

8.1.8 The remote alarm contacts are functional.

8.1.9 The remote panel communications will be tested.

8.1.10 All output relays that are in use will be tested to ensure proper function.

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8.1.11 The manufacturer shall supply to the Owner and General Contractor, written evidence that the system meets all of the requirements and has been tested in accordance with established procedures, and that all operational requirements have been met.

9.0 TRAINING

Contractor shall provide a minimum of 4 hours of training to systems operations personnel, at the completion of the installation. The vendor must have a sufficient number of qualified personnel, including at least one certified technician for installation, one calibration specialist with ISO 17025 accreditation, and support staff for ongoing maintenance, training, and customer service, ensuring all services are provided efficiently and in compliance with regulations. The exact number may vary based on the size and complexity of the system being installed.

10.0 OPERATING SOFTWARE (software shall)

10.1 Have the ability to export results directly to a Microsoft word or Excel document

10.2 Include life-time free software updates.

10.3 Include support for at least 10 years

10.4 Have the ability to store data internally and download at any time.

Network capability

10.5 Have the capability to alert staff of a temperature and power issue.

11.0 WARRANTY

11.1 All components of the Temperature Monitoring System not

considered consumable items will have a minimum of a full one-year warranty on parts and labor commencing upon the date of installation.

11.2 Official warranty statement must be included with the bid.

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11.3 All items supplied under the Agreement shall be of recent production, unused and suitable for their intended purposes.

11.4 When applicable, all equipment requiring replacement will be replaced with a new item and not a refurbished item.

11.5 The Contractor shall warrant the completed environmental monitoring and control system, to be free of mechanical and electrical defects for a period of one (1) year, from completion of the installation and system IQ/OQ.

11.6 The equipment manufacturer shall make available to the Owner, a Preventative Maintenance/OQ/Service Contract proposal for subsequent years following the initial term, on an ongoing and continuous basis.

11.7 Min/Max type thermometers do not meet the requirements and will not be accepted.

12.0 SUBCONTRACTING

Vendor will not assign or subcontract any or all of its rights or responsibilities under this Agreement without the prior written approval of the City. Any purported assignments without such approval will be a breach of this Agreement and void in all respects. Also, the vendor is responsible for providing and supporting all components and software modules included in this bid. The City will not contract with third parties included in this bid.

13.0 EQUIPMENT

13.1 To perform the requested temperature monitoring services, the necessary equipment includes various types of sensors such as RTD probes (e.g., RTD10-F for standard use, RTD10-H for high temperatures, RTD10-L for ultra-low temperatures, and RTD10-C for cryogenic applications), TPT series probes (e.g., TPT2 for -15°C to +60°C, TPT3 for -50°C to +30°C, and TPT2-LONGLEAD for extended range applications), and NTC-based sensors (e.g., ring lug and remote probes ranging from -40°C to +125°C, and ultra-low sensors capable of -100°C to +200°C).

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13.2 Wireless transmitters are required to send data to a central system, along with gateways for network communication, thermal buffers or glycol kits for sensor stability, and cloud-based monitoring and alert services. Calibration tools or services (e.g., NIST certification) are also essential to ensure sensor accuracy and regulatory compliance.

14.0 RESPONSE TIMES AND SERVICE REQUIREMENTS

14.1 The Contractor should acknowledge receipt of the City's request within 1-2 business days and respond to emergency service requests within 24-48 hours as specified in the service contract.

14.2 The Contractor shall complete the initial setup and implementation of the automated temperature monitoring system, including installation, system configuration, and staff training, within 30 calendar days from the date of contract execution or receipt of purchase order, whichever occurs later. To ensure continued proficiency, the vendor shall provide annual refresher training for staff, scheduled in coordination with the facility and with at least 30 days' advance notice. Onsite calibration services shall be conducted annually, or more frequently if required by regulatory standards or upon client request. Preventative maintenance shall be performed quarterly to maintain optimal system performance, with a detailed report provided after each service.

14.3 Software updates, including firmware and security patches, shall be implemented as released by the manufacturer, but no less than semiannually, and shall be scheduled during off-peak hours to minimize operational disruptions. In the event of a system malfunction or hardware failure, the vendor shall respond within 24- 48 hours of notification and provide onsite repair services within 3 business days, or sooner if the issue is critical to system functionality.

14.4 The quality assurance metrics for this project include NIST traceable calibration of all temperature sensors and equipment to ensure accuracy, with calibration certificates or certificates of conformity provided. The system must be tested on-site to confirm that all inputs are functioning properly, that temperature sensors are correctly

RFP Ref. #: 25-0163 Doc. Ref#: RFP-06 Page 13 of 13 installed and reading accurately, and that all wireless components and alarms are operational. A formal hardware validation protocol must be used to verify that the system properly identifies alarm situations, that both local and remote alarms are operational, and that output relays and remote panel communications are functioning. The system must also meet the regulatory requirements of the EPA, TCEQ, and TNI for monitoring, data storage, and alarm response. Additionally, the system must maintain an encrypted audit trail for any program changes, calibration updates, or access changes, with complete time and date stamps and user identification. An in-person inspection will be conducted to ensure the system installation and configuration meet all specified requirements, including the proper setup of temperature monitoring, alarm systems, and connectivity to the central database.

These metrics ensure that the system performs as intended, complies with all regulatory standards, and maintains the integrity of laboratory operations.

14.5 Unless expressly authorized by the city, all services shall be completed during normal business hours, which are 8:00 A.M. to 5:00 P.M. Monday through Friday. After hours will be Monday through Friday 5:01 PM to 7:59 AM and weekends.

15.0 SERVICE LOCATION

15.1 Services will be performed at the following City of Fort Worth location.

SITES ADDRESS ZIP

CODE

Centralized Water & Wastewater Laboratory

2600 S.E. Loop 820, Fort Worth, Texas

76140