7-RFP-02-Scope of Services Cement Lime Slurry.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 1 of 10

RFP Title: Cement-Lime Slurry and Cement Slurry

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is requesting proposals from qualified companies to provide cement lime slurry and cement slurry for the Transportation and Public Works Department on an “as needed basis”.

The City reserves the right to award agreements to one or more qualified Vendors. Awarded Vendor(s) shall provide all labor, supervision, equipment, materials, transportation, and other resources necessary to perform the requested services. The successful respondent(s), hereafter referred to as “Proposer” or “Vendor,” shall provide all labor, supervision, equipment, materials, and transportation necessary to perform the requested services.

2.0 SCOPE OF SERVICES

2.1 Cement-Lime Super Slurry shall meet the following specifications:

2.1.1 Cementitious product that is enhanced with Calcium

Hydroxide.

2.1.2 Product should allow for dry cement to be mixed

with a liquid prior to application to the project site.

2.2 Super Slurry shall meet the following specifications:

2.2.1 Liquefied suspended cement slurry system.

2.3 Purpose

2.3.1 The City will use these products and the Slurry method

to reduce the possibility of environmental hazards when rehabilitating roads.

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 2 of 10

2.4 Delivery

2.4.1 Slurry shall be delivered directly to job sites located within Fort Worth, Texas.

2.4.2 Exact delivery address will be provided at the time of order.

2.4.3 Delivery should be made within three weeks of vendor

receiving purchase order.

2.5 Brand Name or Equal

2.5.1 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).

If bids are based on equivalent products, indicate on the bid solicitation the manufacturer's product name and reference number.

2.5.1 Bidders shall submit proposals, cuts, sketches, and

descriptive literature, and/or complete specifications.

Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall 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.

2.5.1 The Purchasing Manager or designee will evaluate

"equal" products on the basis of information furnished by the bidder or identified in the bid and reasonably available to the Purchasing Manager. The Purchasing

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 3 of 10

Manager or designee is not responsible for locating or obtaining any information not identified in the offer.

2.5.1 Unless the bidder clearly indicates in its bid that the product being offered is an "equal" product, the bidder shall provide the brand name product referenced in the bid. The City shall have the sole right to determine equal products.

3.0 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.

4.0 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.

4.1 Cost – up to 15 points available

4.2 Small Business Participation - 20 points available

4.3 Technical Capability & Product Quality – 20 points available

4.3.1 Product meets ASTM standards (American Society for

Testing and Materials)

4.3.2 Describe how you maintain quality products, and where

you source your material.

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4.4 Approach & Methodology– 20 points available

4.4.1 Describe how cement lime and cement slurry are produced, blended and delivered.

4.4.2 Describe your delivery method.

4.5 Vendor Experience & Qualifications – 25 points available

4.5.1 Describe your approach to sustain supply and meet

deliveries of product in a timely manner.

4.5.2 Describe your past record in supplying similar or

equivalent products to past or current customers.

4.5.3 Submit an organization chart for the team that would

handle orders for the City of Fort Worth.

5.0 PRICING STRUCTURE

5.1 All pricing shall be submitted through the Bonfire Bid Table (BT-

03BH).

5.2 Pricing information provided outside of the Bonfire Bid Table will not be considered for evaluation and will not be incorporated into any resulting agreement.

5.3 Submitted pricing shall include all labor, materials, equipment, transportation, supervision, overhead, profit, and all other costs necessary to perform the services described herein.

5.4 An entry of "0" for any line item will be interpreted as no additional cost to the city.

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 5 of 10

6.0 CONTRACT AWARD PROCESS

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

6.2 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.

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

6.4 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.

6.5 The city reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration is afforded to all concerned.

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

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

7.0 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.

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7.1 Proposal Format Requirements

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.

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

7.3 Response forms

7.3.1 Completed and signed RFP-04-CFW Required Forms.

7.3.2 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.)

7.3.3 Completed and signed RFP-06-Deviations.

7.3.4 Signed addenda (if applicable). If none are issued, please add a page stating, “No Addenda Issued.”

26.2.5 Completed Bid Table (BT-56CT).

7.4 Technical Response

The Technical Response should be organized to generally align with the evaluation criteria and demonstrate the Proposer’s qualifications, operational capabilities, and ability to satisfy the vendor requirements identified in Section 2.0.

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 7 of 10

The Technical Response should include the following information:

7.4.1 Provide a brief narrative describing your company’s experience performing Cement Lime Slurry maintenance, inspection, testing, repair, and emergency response services of similar size and scope. Include the total years of experience providing these services and experience with governmental, convention center, event venue, multi-story, or other occupied public facilities.

7.4.2 Provide a description of the proposed service team. Include the number of personnel assigned to the Fort Worth area, the size of the dedicated service team, and the total years of relevant experience of the key personnel proposed to perform the services.

7.4.3 Provide a list and copies of all applicable licenses, registrations, certifications, and qualifications required to perform the services described herein.

7.4.4 Describe your company’s approach to preventive maintenance, including maintenance scheduling, documentation practices, quality control procedures, and compliance with applicable Maintenance Control Program (MCP) requirements.

7.4.5 Describe your company’s emergency response capabilities, including procedures for receiving service calls, dispatching technicians, responding to equipment outages, and providing after-hours service coverage.

7.4.6 Describe your company’s parts inventory and supply chain capabilities. Include the location of warehouse facilities that will support the city.

7.4.7 Describe the web-based service management portal or

equivalent electronic system proposed for use under this solicitation, including available reporting features, maintenance

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 8 of 10 history tracking, service request documentation, and City access capabilities or line number.

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. 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. For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible. Begin responses to the major sections of the solicitation on a new page. 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.

Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

8.0 DEVIATIONS

8.1 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.

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

8.3 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

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 9 of 10 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.

8.4 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.

8.5 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.

8.6 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.

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

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

8.9 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.

9.0 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

RFP Ref. #: 27-0015 Doc. Ref#: RFP-02 Page 10 of 10 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-06), detailing how the Small Business goal will be achieved.

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

2.5 Brand Name or Equal