7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0104 Doc. Ref#: RFP-02 Page 1 of 7

RFP Title: Grease Trap Cleaning and Waste Removal Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide grease trap cleaning and waste removal (including human and/or animal waste) services for both an ongoing and as-needed basis for the Public Events and Park and Recreation

Departments.

2.0 BACKGROUND

The Fort Worth Convention Center, Will Rogers Memorial Center, Amon Carter Parking

Garage, and various City golf courses have grease traps and septic/waste tanks ranging in sizes from 500 to 6,000 gallons (GA) that require semi-regular servicing, allowing them to function properly and prevent reaching capacity. These tanks and traps are vital for facility operations and must be emptied and cleaned for the health and well-being of those using the premises. All tanks are accessible for truck pumping and will not reach capacity prior to servicing unless an emergency occurs. The anticipated annual volume of waste to be removed around 200,000 gallons.

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 years providing grease trap and waste removal services as a business.

3.1.2 Proposer must be located within a fifty (50) mile radius of the City.

3.1.2.1 Due to the number of tanks, volume of waste, and window to perform services between events at the Will Rogers

Memorial Center, Vendor must be able to make multiple trips within a day. For this reason, location is a vital aspect to successful service.

3.1.3 Own and operate, a hazardous waste treatment, storage, or disposal facility, trucks, solid waste landfills and/or industrial service center that meets Texas Commission on Environmental Quality (TCEQ)

Type V certification OR provide the name, address, and permit number of the approved waste disposal site utilized.

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3.2 SERVICE REQUIREMENTS

3.2.1 Vendor shall respond to routine service requests within 24 hours of notification.

3.2.2 Vendor shall respond to emergency service requests within 4 hours of notification.

3.2.3 Grease traps will be serviced up to four (4) times annually or as needed upon request.

3.2.4 Waste tanks will be serviced as needed, up to three (3) times annually.

3.2.5 Unless specifically authorized in writing by the City, all services shall be performed during normal business hours. For the purpose of this bid, normal business hours are Monday through Sunday, 7:00AM to

5:00PM local time.

3.3 SPECIFICATIONS

3.3.1 Each grease trap and septic/waste tank cleaning shall include, at minimum:

3.3.1.1 Removal of all liquid, solids, and residues through vacuum.

3.3.1.1.1 Vendor must have an extended hose at least

seventy (70) feet in length.

3.3.1.2 Scraping of side walls

3.3.1.3 Hydro-jetting of the tank to remove remaining residue

3.3.1.4 Deodorizing the tank and surrounding area as needed

3.3.1.5 Pressure washing at applicable locations

3.3.2 Skimming in lieu of complete cleaning is not acceptable.

3.3.3 Due to cleaning by hydro-jetting, additional gallons may be removed.

3.3.4 Some tanks may require multiple trips on the same day to be fully emptied and cleaned.

3.3.5 Amon Carter Parking Garage (see Exhibit A – Locations) – if the

Vendor is required to perform services from inside the parking garage, a smaller vehicle or longer hose may be needed due to low ceiling height. Special pricing for this location will be provided on Bid Table line #2-5.

3.3.6 Information on locations and tank sizes can be found on Exhibit A –

Locations and Exhibit B – WRMC Tank Locations.

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3.4 DOCUMENTATION

3.4.1 A transportation trip ticket shall be provided with each service, including:

3.4.1.1 TCEQ Municipal Solid Waste (MSW) operating license

permit number

3.4.1.2 Disposal site address

3.4.2 Tickets must be approved and signed by an authorized City representative.

3.4.3 All completed work is subject to inspection.

3.4.4 Vendor will maintain complete and accurate records related to waste removal and disposal for a minimum three-year period.

3.4.5 Upon request, Vendor will provide an authorized representative of the

City with access to:

3.4.5.1 All records pertaining to waste removed.

3.4.5.2 Disposal and treatment methods and locations.

3.5 COMPLIANCE REQUIREMENTS

3.5.1 The Vendor shall not assign or subcontract any portion of the agreement without prior written approval from the City. Any unauthorized assignment or subcontracting shall be considered a breach of contract and void.

3.5.2 The Vendor shall not subcontract or lease the equipment used to service the agreement.

3.5.3 The Vendor shall comply with all applicable Federal, state, county, and City regulations, including but not limited to:

3.5.3.1 Texas Health & Safety Code, Chapter 368, Subchapter A

3.5.3.2 U.S. Environmental Protection Agency (EPA) regulations

3.5.3.3 Title 30, Texas Administrative Code (TAC), Chapter 335

3.5.3.4 CDL required to comply with the above regulations

3.6 PRICING ADJUSTMENT

3.6.1 Unit pricing may be adjusted during the renewal period to reflect increases or decreases in Vendor costs.

3.6.2 Adjustments must be submitted in writing at least 60 days prior to the effective (renewal) date.

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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

5.1 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.

5.2 Proposals that meet these requirements will be evaluated based on the criteria listed below:

5.2.1 Small Business Utilization Goal – up to 30 points available

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

0% SB Participation = 0 points

1-10% SB Participation = 5 points

11-20% SB Participation = 15 points

21-29% SB Participation = 20 points

30% SB Participation = 30 points

5.2.2 Ability to meet service needs – up to 25 points available

5.2.3 Ability to meet licensing, certification, and qualification requirements

– up to 15 points available

5.2.4 Experience with same or similar projects – up to 10 points available

5.2.5 Cost – up to 20 points available

6.0 PRICING STRUCTURE

6.1 All pricing will be submitted via Bid Table BT-01FQ; pricing will not be present in any other documents.

6.2 Invoices will be billed by the number of gallons removed from the site and taken for disposal.

6.3 The City will not pay separate trip fees, truck fees, fuel surcharges or other added charges not listed on the Bid Table.

6.4 Unit prices shall include all associated costs, including complete removal of all associated debris from the site.

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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 (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 a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins 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.

8.1.3 Only the Bid Table (BT-01FQ) shall refer to pricing.

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8.2 RESPONSE FORMS

8.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

8.2.2 Completed and signed RFP-05-CFW Required Forms

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

8.2.4 Completed and signed RFP-07-Deviations

8.2.5 Signed Addendum(s)

8.2.6 Bid Table (BT-01FQ)

8.3 TECHNICAL RESPONSE

8.3.1 List of exceptions, substitution, clarifications, additions

8.3.1.1 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.

8.3.1.2 If no exceptions are taken, select “No

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

8.3.1.3 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.

8.3.1.4 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.

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8.3.1.5 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.

8.3.1.6 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.

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

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

8.3.1.9 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.

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-06) 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.

Loc. # Location Type Tank Size

(GA)

#1 Will Rogers Memorial Center (WRMC) -- 3401 West Lancaster Ave, Fort Worth, TX 76107

#1.1 Exhibition Hall Main Kitchen Loading Dock (WRMC) Grease trap 1,000 #1.2 Southwest Concession Stand, Concourse Side (WRMC) Grease trap 20 #1.3 Northwest Concession Stand, Exhibit Side (WRMC) Grease trap 20 #1.4 Northeast Concession Stand, Exhibit Side (WRMC) Grease trap 20 #1.5 Southeast Concession Stand, Concourse Side (WRMC) Grease trap 20 #1.6 Burnett Concession Stand (WRMC) Grease trap 1000 #1.7 RIP Johnson Street / Richardson Bass Main Line (WRMC) Grease trap 1000 #1.8 Barn 1, Stockman's Café (WRMC) Grease trap 1000 #1.9 Moncrief Main Line (WRMC) Grease trap 1000 #1.10 Coliseum Main Kitchen (WRMC) Grease trap 4000 #1.11 Burnett Washrack (WRMC) Waste tank 1000 #1.12 Burrnett 500 Staff Washrack (WRMC) Waste tank 1000 #1.13 Richardson Bass, Horse Washrack (WRMC) Waste tank 1000 #1.14 Watt Drive Main 6-bay Interceptor (WRMC) Waste tank 4200 #1.15 Richardson Bass Cattle Pens w/ Washrack oh door 43 (WRMC) Waste tank 1000 #1.16 University North 6-bay interceptor (WRMC) Waste tank 4200 #1.17 University South 6-bay interceptor (WRMC) Waste tank 4200 #1.18 South End Watt Arena Cattle Pens (WRMC) Waste tank 1500 #1.19 South Moncrief Main 6-bay Interceptor (WRMC) Waste tank 4200 #1.20 Cattle Barns Main 6-bay Interceptor (WRMC) Waste tank 4200 #1.21 Barn 4 East Washrack (WRMC) Waste tank 500 #1.22 Barn 4 West Washrack (WRMC) Waste tank 500 #1.23 Barn 3 East Washrack (WRMC) Waste tank 500 #1.24 Barn 4 East Washrack (WRMC) Waste tank 500 #1.25 Milking Parlor Tank (WRMC) Waste tank 1000 #1.26 Sheep Barn West Washrack (WRMC) Waste tank 1000 #1.27 Burrnett Rodeo Plaza 6-bay Interceptor (WRMC) Waste tank 4,200

#2 Pecan Valley Golf Course -- 6400 Pecan Valley Dr, Fort Worth, TX 76132 #2.1 Proshop Waste tank 1,500 #2.2 Maintenance Area Waste tank 1,500 #2.3 Restrooms Waste tank 3,000 #2.4 Septic Pump (Hole #4) Waste tank 1,500 #2.5 Kitchens Grease trap 50 #2.6 Kitchens Grease trap 2.5

#3 Fort Worth Convention Center -- 1201 Houston St, Fort Worth, TX 76102 Waste tank 4,000 #4 Meadowbrook Golf Course -- 1815 Jenson Rd, Fort Worth, TX 76112 Grease trap 25 #5 Rockwood Golf Course -- 1851 Jacksboro Hwy, Fort Worth, TX 76114 Grease trap 200

EXHIBIT A - Locations

RFP 26-0104 - Exhibit A

33 44

22 55

19 2019 20

3 43 4

5 65 6

17 1817 18

1515 1212

1616 88

Blue = Waste TankBlue = Waste Tank Red = Grease TrapRed = Grease Trap

N EXHIBIT B - WRMC Tank Locations

RFP 26-0104 - Exhibit B pg. 1

EXHIBIT B - WRMC Tank Locations

RFP 26-0104 - Exhibit B pg. 2