CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Conservation Plumbing Fixtures

1.0 INTRODUCTION AND PURPOSE

1.1. The City of Fort Worth (City) seeks bids from qualified vendors to provide residential plumbing fixtures, plumbing parts, and education-related services in support of the City's Water Conservation Programs.

2.0 BACKGROUND

2.1. The purpose of the City's Water Conservation Programs is to reduce water waste and loss to improve water conservation savings. City staff will use these contracts for water conservation programs, including, but not limited to, SmartFlush Voucher, SmartFlush Commercial, SmartFlush CARE, SmartRepair, SmartPressure, SmartIrrigation and other Water Conservation services. The Programs are funded through the Water Department.

2.1.1. The SmartFlush Voucher program provides high-efficiency toilet replacement for eligible City homeowners.

2.1.2. The SmartFlush Commercial program provides high-efficiency toilet and urinal replacement for eligible commercial properties.

2.1.3. The SmartFlush CARE program also provides installation of the toilets for elderly and low-income homeowners.

2.1.4. The SmartRepair program assists eligible low-income

homeowners with repairs of minor household plumbing leaks.

2.1.5. The SmartPressure program helps residents with high water pressure reduce water use and lower unnecessary strain on household plumbing by supporting the installation of lead-free pressure-reducing valves and expansion tanks.

2.2. Assistance for a single property is limited to the conservation-specific number of property-lifetime visits

3.0 SCOPE OF SERVICES

3.1. Contractor Responsibilities

3.1.1. Contractor must be able to store items at its warehouse facility with City-designated personnel, City-designated vendors, and Fort Worth Water customers picking up items on an as-needed basis.

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 2 of 9

3.1.1.1. Supply pick-up times will be designated as Monday-

Friday 8:00 a.m.- 5:00 pm excluding major holidays.

3.1.1.1.1. Christmas

3.1.1.1.2. Thanksgiving

3.1.1.1.3. New years

3.1.1.1.4. 4th July

3.1.1.1.5. Memorial day

3.1.1.1.6. Labor day

3.1.1.2. Facility must be able to store large quantities or

backstock of plumbing fixtures

3.1.1.3. Contractor must notify City Conservation staff

immediately if requested plumbing supplies are out of stock or on special order, or delayed in transit.

3.1.2. Contractor must be able to conduct water conservation outreach activities, including but not limited to: attending and running tables for engagement at City of Fort Worth classes and other events, and offering giveaway promotional items designed to improve outdoor water use efficiency.

3.1.2.1. Contractor must respond to event requests and tabling requests to the City of Fort Worth within 5 business days of the original request to confirm attendance.

3.1.3. Provide water-efficient toilets, showerheads, and associated parts to qualified water customers as specified in the bid table. The equipment reduces water waste and improves water conservation savings for efficient indoor water use.

3.1.4. Assure that the manufacturer and/or vendor(s) have a sufficient amount of plumbing fixtures.

3.1.5. Provide the required letter from the manufacturer that they are in good standing with the manufacturer. An updated letter shall be provided each year of contract renewal.

3.1.6. Contractor shall provide two (2) references from other

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 3 of 9 government agencies or comparable contracts showing product deliverability and reliability.

3.1.7. On occasion, the city, or its contractors, may perform work for customers that requires toilets with specifications different from the items listed in this bid. The Vendor shall provide items similar to the listed products that meet or exceed the performance, quality, efficiency, dimensional, and warranty requirements of the specified product. Special order toilets must be approved by the City.

3.1.8. On occasion, the City or its contractors may do work on city plumbing, requiring parts for city facilities.

3.1.9. Vendor shall be responsible for arranging delivery of quantities of ten (10) or more toilets to program participants whose names and addresses shall be provided by the City.

3.1.9.1. Lead times will vary by order size

3.1.10. Vendor shall provide a minimum of one Fort Worth location where program participants with requirements of less than ten

(10) toilets can pick them up. All participants shall be required to show proof of program involvement prior to receiving toilets.

3.1.11. Vendor shall be required to furnish sample(s) of "equal" product for evaluation within forty-eight (48) hours of request.

3.1.12. Vendor shall be responsible for providing replacement parts regardless of the quantity or related issues for the duration of the manufacturer’s warranty.

3.2. Orders

3.2.1. Authorized Water Conservation representative shall place orders for plumbing fixtures listed on the bid table and related items via printed voucher, email, or telephone.

3.2.1.1. The City will provide a Purchase Order Number for the order.

3.2.2. After award of the bid, a Water Conservation representative will provide a listing of all authorized representatives to the awardees

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 4 of 9 prior to placing orders.

3.2.3. Vendor shall not accept orders without appropriate purchase order numbers and billing information.

3.3. Vendor Contact List

3.3.1. Vendor shall provide and maintain a list of appointed backup contacts and telephone number(s) of the designated personnel responsible for providing services included in this agreement to the Water Department, see Bid Table, Vendor Contact Information.

3.4. Warranty

3.4.1. The Vendor shall provide a warranty to include at a minimum, but not limited to the following:

3.4.1.1. In addition to any other warranties in this contract, the

Vendor warrants that all work and products supplied under this agreement conform to the agreement requirements and are free from any defect in workmanship, equipment, material, or design furnished by the Vendor or any supplier at any tier.

3.4.1.2. The Vendor shall remedy at the Vendor’s expense any

non-conforming or defective products or work.

3.4.1.3. The City of Fort Worth shall notify the Vendor, within a reasonable time after the discovery of any failure, defect, or damage.

3.4.1.4. If the Vendor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City of Fort Worth shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Vendor’s expense.

3.4.1.5. Warranty shall not include failures attributable to

accident, fire, or negligence on the part of City personnel.

3.4.2. With respect to all warranties, expressed or implied, from manufacturers or suppliers for work materials furnished under

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 5 of 9 this contract, the Vendor shall:

3.4.2.1. Obtain all warranties that would be obtained in normal commercial practice;

3.4.2.2. Enforce all warranties for the benefit of the City of Fort

Worth.

3.4.3. The Vendor’s warranty shall include all third-party and other aftermarket components which are installed and/or supplied by Vendor.

4.0 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.

5.0 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.

5.1. Cost – up to 15 points available

5.2. Ability to meet City's needs- 25 points

5.3. Qualifications and Company's Experience- 25 points

5.4. Management Capability and Quality Control- 15 points

5.5. Small Business Participation- up to 20 points

Participation will be based on the following tiers:

0% = 0 points 1% to 7% = 5 points 8% to 15% = 10 Points 16% to 29% = 15 Points 30% to100% = 20 Points

6.0 PRICING STRUCTURE

6.1. Understand that the submission of a firm-fixed-price proposal is evidence that the Contractor has familiarized himself/herself with the

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 6 of 9 nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, and the equipment, materials, labor, etc. required. No variation in price or conditions shall be permitted based on the claim of ignorance, negligence, or false representation.

6.2. Following the award, additional items of the same general category that could have been encompassed in the award of this Agreement, and that are not already in the Agreement, may be added based on the discount bid and price sheet provided with the bid.

6.3. The submission of a bid by the bidder shall be considered evidence of compliance with these requirements.

6.4. Unit prices shall include all costs associated with the specified work, including but not limited to handling, delivery, fuel charges, fees, and certification fees. NO ADDITIONAL CHARGES WILL BE

ACCEPTED OR PAID BY THE CITY.

6.5. Contractor shall understand if alternative products are available to meet the sustainability goals of the City, these shall be submitted with the Contractor’s quote as an additional or alternative firm-fixed-price quotation.

6.6. The Contractor shall immediately notify the Department Project Manager or designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

7.0 CONTRACT AWARD PROCESS

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

7.2. 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.

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

7.4. At its sole discretion, the City may request Best and Final Offers

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(BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

7.5. 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.

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

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

8.0 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.

8.1. Proposal Format Requirements

8.1.1. 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.

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

8.2. Response Forms

8.2.1. Completed and signed RFP-04 Authorized Signature

8.2.2. Completed and signed RFP-05 Forms

8.2.3. Completed and signed RFP-06 Small Business Utilization Form

8.2.4. Completed RFP-07 Deviations

8.2.5. Completed RFP-08 Reference Sheet

8.2.6. Signed Addendum(s)

8.2.7. Bid Table BT-68BG

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8.2.8. Discount % BT-27MZ

8.2.9. Manufacturer Letter

8.2.10. Catalogue

8.3. Technical Response

8.3.1. List of Exceptions/Substitutions/Clarifications/Additions

8.3.1.1. 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. If no exceptions are taken, please include a single document stating “No Exceptions taken” in the Required section.

8.3.1.2. It is extremely important for the Proposer to make clear where exceptions/deviations, 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.

8.3.1.3. Identify each exception/deviation, 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.

8.3.1.4. Identify each item clearly as an addition, exception/deviation, clarification or substitution. It is

RFP Ref. #: 26-0331 Doc. Ref#: RFP-02 Page 9 of 9 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.

8.3.1.5. 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.

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

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

8.3.1.8. 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.

8.4. Pricing

8.4.1. Proposal pricing shall be assembled and presented in

accordance with the format and instructions of this solicitation.

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 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:

9.1. Small Business Utilization form V1 (RFP-05), detailing how the

Small Business goal will be achieved.

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