7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0021 Doc. Ref#: RFP-02 Page 1 of 10 RFP Title: Rental and Purchase of Traffic Control Equipment

1.0 INTRODUCTION AND PURPOSE

1.1 The purpose of this solicitation is to establish an annual contract for the rental and purchase of traffic control equipment and safety wearables including but not limited to barricades, cones, barrels, signs, and high visibility clothing to be used by various City departments for work zone and traffic management.

1.2 Vendor shall provide all equipment, delivery, setup (if applicable), pickup, and related services as specified herein.

2.0 BACKGROUND

2.1 The City of Fort Worth requires traffic control equipment to support various public works, utilities, transportation, and event operations throughout the City. These items are used to safely manage pedestrian and vehicular traffic in and around construction zones, maintenance sites, street closures, detours, and community events.

2.2 The City currently utilizes a combination of owned and rented traffic control devices, including barricades, cones, barrels, and temporary signage. However, due to the varying scale and frequency of projects, it is not cost-effective to maintain sufficient inventory for every situation.

Therefore, the City seeks to establish an annual agreement to:

2.2.1 Purchase commonly used traffic control devices and safety wearables for permanent inventory replenishment, and

2.2.2 Rent equipment as needed for short-term or project-specific use, including delivery and pickup at job sites.

3.0 SCOPE OF SERVICES

3.1 No Brand Preference - Specifications are written to describe minimum acceptable standards; equivalent products that meet or exceed performance requirements will be accepted.

3.1.1 The Senior Purchasing Manager (SPM) 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 SPM. The SPM or designee is not responsible for locating or obtaining any information not identified in the offer.

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3.2 Delivery Locations will be citywide, various job or event sites within the city limits.

3.3 Rental Specifications

3.3.1 All equipment shall be furnished, delivered and removed by the

Vendor.

3.3.2 All items shall be clean, functional, free of damage, graffiti and excessive wear.

3.3.3 City is not responsible for ordinary wear and tear.

3.3.4 Vendor must replace any defective or unsafe item within four (4) hours of notification at no cost to the City.

3.3.5 Rental rates shall be quoted per day, week, and month, including all maintenance and cleaning.

3.3.6 Vendor is solely responsible for loss, theft, or damage to rental equipment. The City will not pay replacement costs for missing or damaged equipment unless caused by City negligence and confirmed in writing.

3.4 Purchase Specifications

3.4.1 All items shall be new and unused unless otherwise specified in writing.

3.4.2 Vendor shall provide manufacturer warranty information for each item.

3.4.3 Delivery shall be to City warehouse or project site.

3.4.4 Vendor shall provide product data sheet for all items upon request.

3.4.5 Packaging shall be suitable for storage and protection from weather.

3.4.6 Optional assembly, setup or demonstration shall be included in the unit price, if applicable.

3.5 Delivery and Pickup Response Time

3.5.1 Standard delivery is within 24-48 hours of order placement.

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3.5.2 Emergency delivery is within 4-6 hours upon request. Vendor shall respond to emergency request within one (1) hour of the request.

3.5.3 Vendor shall pickup/remove all equipment within 48 hours of notice. The City will not pay for any rental charges accruing after the documented date and time of pickup notification to the Vendor.

3.5.4 Vendor shall install all traffic control equipment/devices in compliance with an appropriate MUTCD typical application or site specific traffic control plan.

3.5.5 Vendor shall ensure that the site is maintained twice weekly in high traffic areas and once weekly in low traffic areas. This service must be provided at no additional cost to the City.

3.6 Service Hours – Normal Business hours (8AM-5PM, Monday through Friday). Vendor shall be able to provide after-hours delivery upon request.

3.7 Inspection – The City reserves the right to inspect and reject damaged, unsafe, or non-conforming equipment.

3.8 Permits and Compliance – Vendor shall comply with all applicable federal, state, and local laws, including Occupational Safety and Health Administration (OSHA) and Manual on Uniform Traffic Control Devices (MUTCD) standards.

3.9 Ownership

3.9.1 Rental items remain the property of vendor.

3.9.2 Purchased items become City property upon acceptance and payment.

3.10 Services Provided by the City of Fort Worth

3.10.1 The City will provide a traffic control plan with the Purchase

Order whenever available.

3.10.2 If a traffic control plan is not provided by the City, the Vendor shall prepare one and submit it to the City contact listed on the Purchase Order for review and approval prior to equipment

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3.10.3 The Vendor’s traffic control plan, if required, shall comply with all applicable MUTCD requirements and City standards.

4.0 PRODUCT SPECIFICATIONS

4.1 Type I/II Barricade – Plastic or metal frame with reflective sheeting.

MUTCD compliant, NCHRP 350/MASH approved

4.2 Type III Barricade – 8ft width, 3 reflective rails, plastic or metal.

MUTCD compliant, breakaway design.

4.3 Traffic Cone – 28” min height, fluorescent orange PVC with reflective bands. MUTCD compliant, weighted base

4.4 Channelizing Barrel (Drum) – High density plastic, 36” height with 4 reflective stripes, weighted base

4.5 Sign Stand – Portable, foldable, capable of holding 36x36 or 48x48 sign. NCHRP 350/MASH approved

4.6 Temporary Traffic Sign – Aluminum or reflective roll-up, legends per TMUTCD (“Road Work Ahead”). Retroreflective sheeting Type IV minimum

4.7 Traffic Cone – 28” min height, fluorescent green PVC with reflective bands. MUTCD compliant, weighted base

4.8 Traffic Cone – 18” min height, fluorescent orange PVC with reflective bands. MUTCD compliant, weighted base

4.9 Temporary Fence Panels – 6’ minimum height and 12’ minimum width, free standing aluminum panels, a minimum of two (2) 60 pound sand bags to be provided per 12 feet of fence panel

4.10 Class II and III high visibility safety wear shall meet ANSI/ISEA 107- 2020 requirements. Examples of safety wearables may include high visibility vest, jackets and accessories that meet the required standards;

equivalent or high rated products may be accepted

4.11 Additional Traffic Barricade Equipment Specifications

4.11.1 Arrow Boards – Shall be equivalent to Wanco Model WTSP55-

LSA or approved equal

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4.11.2 Vertical Panels – Equivalent to Plasticade Model 4100-36-EG Gemstone or approved equal, with 30 lb rubber base included

4.11.3 Two-Way Sign Toppers – Equivalent to Model W6-4, 18 in ×

12 in, 3M Engineer Grade Reflective Aluminum or approved equal

4.11.4 Type I, II, III Barricades – Plastic “A”-frame or polyethylene;

Type III barricades shall use Telespar or angle-iron uprights, high-density polyethylene boards, and reflective sheeting in Engineer, High-Intensity, or Diamond Grade

4.11.5 Barrels (Drums) – High-density polyethylene, 39–40 in height × 23–24 in width, approx. 8 lb, 4–6 in reflective bands, with tire-ring base

4.11.6 Sign Stands – Equivalent to Plasticade Models SS420A (small) and SS620A (large) or approved equal

4.11.7 Signs – Aluminum or roll-up reflective signs per MUTCD color and legend requirements; 24 in × 24 in (min) for small and 36 in × 36 in (min) for large signs. For bidder purposes, “Small Signs” are defined as minimum 24x24 reflective sign and “Large Signs” are defined as a minimum 36x36 reflective sign.

5.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Any Proposals that receive less than 50% of the total available points, excluding price points, will be considered non-responsive.

6.0 EVALUATION FACTORS

6.1 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.

6.1.1 Pricing – up to 30 points available

6.1.2 Delivery and Response Time - up to 15 points available

6.1.3 Experience and Capability – up to 20 points available

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6.1.4 Compliance with MUTCD/TxDOT standards – up to 10 points available

6.1.5 Small Business Goal – up to 25 points available

6.1.5.1 The criteria will be evaluated using a tiered point

structure based on the percentage of Small Business participation proposed by the bidder.

Points will be awarded according to the following tiers:

25 points - SB participation greater than

30% 20 points - SB participation between 30% and 20% 15 points - SB participation between 19% and 10% 10 points - SB participation between 9% and

1%

7.0 PRICING STRUCTURE

7.1 Bidders shall submit pricing in accordance with the format provided in the Bid Table. All pricing shall be clearly identified and shall represent the full cost to furnish, deliver, and, if applicable, remove the specified equipment and services. Prices shall include all labor, materials, supplies, fuel, delivery, overhead, and profit. No additional charges will be allowed unless specifically authorized in writing by the City.

7.2 Pricing must be provided on a unit-cost basis for each line item, as listed in the Bid Table.

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7.2.1 Bidders shall provide the following where applicable:

7.2.1.1 Rental Rates: Per-day, per-week, and per-month

rates for each item. All rental rates shall be quoted on a per day basis, calculated as a 24 hour period beginning at time of delivery. The City will not pay for weekends or holidays unless the equipment remains in use on site.

7.2.1.2 Purchase Prices: Unit price per item for outright

purchase.

7.2.1.3 Service Fees: Separate pricing for delivery, pickup, after-hours, and emergency response, if offered.

7.2.1.4 Optional Items: Any additional related items or

services may be listed separately under “Optional Pricing.”

7.3 Bidder may propose alternative or value-added pricing options (e.g., multi-year discounts, trade-in credits, bundled services) provided such alternatives are clearly described and separately identified. These will be considered only if they do not conflict with the base pricing requirements.

8.0 SMALL BUSINESS PROGRAM

8.1 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:

8.1.1 Small Business Utilization form V1 (RFP-05), detailing how the Small Business goal will be achieved.

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8.1.2 Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA), Women’s Business Council-Southwest (WBCS), Dallas-Fort Worth Business Council (formerly DFW/MSDC), Texas Historically Underutilized Business (HUB) Program, Texas Unified Certification Program (TUCP) DBE/ACDBE and TxDOT SBE Directory.

9.0 CONTRACT AWARD PROCESS

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

9.2 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.

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

9.4 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.

9.5 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.

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

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

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10.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list below 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.

10.1 Proposal Format Requirements

10.1.1 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.

10.2 Required Response Forms

10.2.1 Completed and signed RFP-04.

10.2.2 Completed and signed RFP-05.

10.2.3Completed and signed RFP-06.

10.2.4 Signed Addendum(s), if applicable.

10.3 Technical Response

10.3.1 Experience and Capability – Provide a company profile, organizational chart (if available). Include examples of comparable contracts and a brief summary of resources and staffing.

10.3.2 Delivery and Response Time – Provide a delivery schedule identifying standard and emergency response times. Include the number of available delivery vehicles and personnel.

10.3.3 Compliance with MUTCD/TxDOT standards – Provide product data sheets, catalog pages, or manufacturer specifications demonstrating compliance. Include safety or testing certifications.

10.3.4 Small Business Participation – Submit a Current Small

Business Certification issued by a certifying agency listed above.

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10.3.5 Optional Value-Added Information (Optional)

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