7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0268 Doc. Ref#: RFP-02 Page 1 of 7

RFP Title: Seasonal, Novelty Décor & Event Supplies

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide seasonal, novelty décor & event supplies on an as-needed basis for the Park and

Recreation, Transportation and Public Works, and Library Departments.

2.0 BACKGROUND

Seasonal, novelty decorations, and event supplies will be utilized to enhance the atmosphere and contribute to the events and activities being held for the community by the participating departments, summer camp and after school programs, and various holiday functions. Some items are bulk buys that are purchased approximately once per term, whereas others are ordered on a semi-regular basis.

3.0 SCOPE OF SERVICES

3.1 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive.

3.1.1 Proposer must have a minimum of five (5) years providing the same category or similar or related products as a business.

3.2 SERVICE REQUIREMENTS

3.2.1 The Vendor shall provide quotes within three (3) business days of request.

3.2.2 The Vendor shall ship orders within seven (7) days from the date of receiving a Purchase Order (PO).

3.2.2.1 Expedited orders shall be shipped within one (1) business day from the date of receiving a PO; orders shall only be considered “expedited” when requested by the City designee in writing. Expedited orders must include any additional charge on the quote.

3.2.3 The Vendor shall accept the return of any products that are damaged or defective due to manufacturer error or shipping damages.

3.3 SPECIFICATIONS

3.3.1 Following the award, additional products of the same general category that could have been included in the award of this project but were not included at the time may be added.

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3.3.2 Historically, orders under this project have included:

3.3.2.1 Interior and exterior decorations;

3.3.2.2 Games;

3.3.2.3 Arts and crafts kits;

3.3.2.4 Treats and candies;

3.3.2.5 Costumes;

3.3.2.6 Toys; and

3.3.2.7 Prize items.

3.3.3 The above list is intended as an informational aid and is not a definitive or exclusive list for awarded agreement.

3.3.4 Proposers should be able to provide products that are general and products that are specifically themed (e.g. colorful, summer, Valentine’s Day, Halloween).

4.0 DELIVERY

4.1 Orders shall be delivered to various operating locations throughout the City.

The delivery location for each order shall be designated at the time of the request for a pricing quote.

4.2 Orders shall be delivered between 8:00 am to 5:00 pm, Monday through

Friday, unless otherwise requested by the Department placing the order.

4.3 The Vendor shall not deliver products on City-observed holidays. City observed holidays include:

4.3.1 New Year’s Day

4.3.2 Martin Luther King Jr. Day

4.3.3 Memorial Day

4.3.4 Juneteenth

4.3.5 July 4th

4.3.6 Labor Day

4.3.7 Thanksgiving Thursday and the following Friday

4.3.8 Christmas Day

5.0 BRAND OR EQUAL

5.1 Any manufacturer’s names, trade names, brand names, information and/or

RFP Ref. #: 26-0268 Doc. Ref#: RFP-02 Page 3 of 7 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.

5.2 Bidders shall submit proposal, 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.

5.3 The Senior 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 Senior Purchasing Manager. The Senior

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

5.4 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.

5.5 The City shall have the sole right to determine equal products.

6.0 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.

7.0 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:

7.1 Small Business Utilization Goal – up to 20 points available

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7.1.1 Small Business (SB) Participation will be evaluated as follows:

7.1.1.1 0% SB Participation = 0 points

7.1.1.2 1-7% SB Participation = 7 points

7.1.1.3 8-15% SB Participation = 10 points

7.1.1.4 16-29% SB Participation = 15 points

7.1.1.5 30% or more (goal met) = 20 points

7.2 Catalog availability, range of products, quality and specifications of products

– up to 30 points available

7.3 Responsiveness, service, and communication – up to 15 points available

7.4 Delivery and fulfillment – up to 15 points available

7.5 Past performance – up to 10 points available

7.6 Cost – up to 10 points available

8.0 PRICING STRUCTURE

8.1 All pricing will be submitted via Bid Table BT-67DL; pricing will not be present in any other documents.

8.2 Pricing shall include all associated costs, including but not limited to delivery, fuel, and handling charges. The City will not pay any additional charges not listed on the Bid Table.

8.3 Purchases are exempt from sales tax; exemption certificate will be provided to the awarded Vendor upon request.

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

RFP Ref. #: 26-0268 Doc. Ref#: RFP-02 Page 5 of 7 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.

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 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 a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins for the entire submitted proposal.

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

10.1.3 Only the Bid Table (BT-67DL) shall refer to pricing.

10.2 Response Forms

10.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-CFW Required Forms

10.2.3 Completed and signed RFP-06-Small Business Utilization Form

10.2.4 Completed and signed RFP-07-Deviations

10.2.5 Signed Addendum(s)

10.2.6 Bid Table (BT-67DL)

10.3 Technical Response

10.3.1 List of exceptions, substitution, clarifications, additions

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10.3.1.1 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.

10.3.1.2 If no exceptions are taken, select “No

Deviations/Exceptions” in “RFP-07-Deviations”.

10.3.1.3 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.

10.3.1.4 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.

10.3.1.5 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.

10.3.1.6 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.

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

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

10.3.1.9 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.

10.4 Pricing

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

11.0 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 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:

11.1 Small Business Utilization form V1 (RFP-06) detailing how the Small

Business goal will be achieved.

11.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.