7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0109 Doc. Ref#: RFP-02 Page 1 of 13 RFP Title: Commercial Kitchen & Laundry Equipment Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize a non-exclusive Agreement for Commercial Kitchen & Laundry Equipment Services as described herein on an “as needed” basis for the City Departments per descriptions and specifications listed in this RFP. The City intends to award multiple agreements to provide full coverage of services for the City.

2.0 BACKGROUND

The City utilizes a variety of commercial kitchen and laundry appliances across multiple departments to support daily operations. These assets include, but are not limited to: dishwashers, refrigerators, freezers, ovens, and commercial washing machines and dryers. To ensure continued reliability, operational efficiency, and compliance with manufacturer performance standards, the City requires ongoing diagnostic, repair, replacement, disposal, and routine maintenance services. When replacement is necessary, equipment must be provided new at equal or better quality and value to maintain service continuity and operational effectiveness.

3.0 SCOPE OF SERVICES

3.1 The Proposer shall provide all labor, supervision, materials, equipment, tools, transportation, and incidentals necessary to inspect, diagnose, repair, replace, test, dispose, and maintain City-owned dishwashers, refrigerators and freezers (including walk-in units), ovens, and commercial washing machines and dryers included but not limited to:

3.1.1 Inspection and Diagnostic Services

3.1.1.1 Conduct detailed inspections of dishwashers, ovens, refrigerators and freezers, and commercial washers and dryers to identify mechanical, electrical, and functional deficiencies.

3.1.1.2 Review available service history, when provided, to

identify recurring or systemic equipment issues.

3.1.1.3 Perform all necessary diagnostic testing on each unit to

RFP Ref. #: 26-0109 Doc. Ref#: RFP-02 Page 2 of 13 determine root causes of malfunction or performance degradation.

3.1.1.4 Provide a written diagnostic report summarizing

findings and identifying required repairs, including an itemized cost estimate necessary to restore equipment to full operational condition.

3.1.2 Repair Services

3.1.2.1 Diagnose and repair mechanical, electrical, electronic, hydraulic, and refrigeration system components, including motors, compressors, pumps, belts, transmissions, agitators, bearings, seals, gaskets, valves, hoses, and related internal components.

3.1.2.2 Repair or replace heating and temperature control

components, including heating elements, thermostats, thermal fuses, sensors, timers, control boards, and associated wiring.

3.1.2.3 Inspect, service, and repair refrigeration systems, including condenser and evaporator coils, fans, expansion devices (TXVs or capillary tubes), refrigerant charge, defrost systems, and condensate drainage components.

3.1.2.4 Inspect, clean, repair, or replace airflow and venting components, including ducts, vents, blowers, and exhaust systems, to ensure proper operation and safety compliance.

3.1.2.5 Inspect, clean, and service water supply, circulation, and drainage components, including inlet valves, supply lines, drain hoses, filters, spray arms, sumps, pumps, and circulation assemblies.

3.1.2.6 Inspect and repair or replace door assemblies and

RFP Ref. #: 26-0109 Doc. Ref#: RFP-02 Page 3 of 13 sealing components, including hinges, latches, closers, heaters (where applicable), gaskets, and seals.

3.1.2.7 Perform system calibration, operational testing, and

functional verification to confirm equipment operates safely, efficiently, and in accordance with manufacturer performance standards.

3.1.2.8 Document all repairs performed, parts replaced, and

recommended corrective or preventive actions.

3.1.2.9 Unless otherwise directed by the City, all replaced

equipment, parts, and materials shall be removed from the site and properly disposed of by the Vendor.

3.1.3 Testing and Quality Control

3.1.3.1 After completion of repairs, thoroughly test each unit to verify proper functionality.

3.1.3.2 Confirm equipment meets or exceeds manufacturer’s

performance standards.

3.1.3.3 Conduct final inspections for leaks, abnormal noise, vibration, or other deficiencies.

3.1.4 Routine Preventative Maintenance

3.1.4.1 Provide bi-annual preventive maintenance services

upon request by City departments.

3.1.4.2 Preventative maintenance shall ensure equipment

remains fully operational and compliant with manufacturer requirements.

3.1.4.3 If additional repairs are identified during preventive maintenance, provide a written cost estimate for City approval prior to performing work.

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3.1.5 Parts and Materials

3.1.5.1 Identify and order all necessary replacement parts for the repairs, ensuring that they are commercial-grade and compatible with the existing units.

3.1.5.2 Provide up-to-date timeline for parts delivery and new repair completion date if beyond the five (5) business day window.

3.1.5.3 Document and provide an itemized list of all parts used in the repair, including cost estimate, serial numbers and applicable warranties.

3.1.6 Response Time and Scheduling

3.1.6.1 Respond to service requests within forty-eight (48)

hours.

3.1.6.2 Complete repairs within five (5) business days from

service start, subject to parts availability or unforeseen conditions.

3.1.7 Safety and Compliance

3.1.7.1 Adhere to all applicable safety guidelines and protocols during repairs.

3.1.7.2 Ensure all repairs are compliant with relevant local

regulations, electrical codes, and the manufacturer’s specifications.

3.1.7.3 Upon completion of repairs, ensure the work area is

left clean and safe for further use.

3.1.8 Warranty

3.1.8.1 A minimum one (1) year warranty shall be provided

on all parts and labor.

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3.1.8.2 The warranty shall cover defects in parts and

workmanship.

3.1.8.3 No return trip, service call, labor, or associated charges shall be assessed to the City for repairs required within the one (1) year warranty period as a result of part failure or defective workmanship.

4.0 CITY-OWNED APPLIANCES

The City maintains a variety of City-owned appliances located at multiple facilities and departments. The equipment lists provided below are representative only and are intended to assist Proposers in understanding the general types of equipment currently in service. The City does not guarantee the completeness or accuracy of the lists, and additional equipment of similar type, make, or model may be added or removed during the contract term.

Model/Brand Name Model #/ Serial # (if available)

Washers Dexter Extractor Model #T900

Dexter Stackable Washer Model # WN5750XB-12EV4X-SWKCS-USX Encore Laundrylux Washers Model # WhLFP715MC2

GE Washer Model # GFW400SCK0WW LG Washer Model # GCWM1069CD7

UniMac Extractor Model # UWT130/UWN130T4VQU0001 UniMac Washer Model # UT055NQTB2G2W06 UniMac Washer Model # UCT060 UniMac Washer Model # UNC040HNFXU2004

UniMac Top Load Washer Model # UWNMN2SP115CW01 UniMac Stackable Electric Model # UTEE5ASP

Whirlpool Washer Model # 98506; Serial # C02964170 Whirlpool Washer Model # LSN2000PW0; Serial # CR3006893

Dryers Dexter Stackable Dryer Model # WN5750XA-12EV2X-SWKCS-USY

Encore Laundrylux Dryers Model # DLHF0315EC2

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GE Dryer Model # GFDN110ED2WW LG Dryer Model # GDL1329CEW7

Maytag Dryer Model # LDE804ACE; Serial # 16749346QM UniMac Dryer Model # UWN035T3VXU1001 UniMac Dryer Model # UTO75E UniMac Dryer Model # UT055EDN0NFA3W0000 UniMac Dryer Model # UT055NQTB2G2W06

UniMac Rear Control Electric Dryer Model # UDEMNRGS173CW01 Whirlpool Dryer Model # WED5300VW0; Serial # M00932232

Ovens Frigidaire Model # FFET2726TSC/AF01000142

Dishwashers CMA-180 Tall Model # HTCB GE Nautilus N/A

Hobart Model # AM15; Serial # 231227751 Hobart LXER (undercounter) Model # ADVANSYS

Summit Professional Model # DW2435SS Viking Model # VDWU524SS

Whirlpool Model # WDF550SAHS; Serial # FKX4828463 Refrigerators

Frigidaire Model # FFTR1835VSO; Serial # BA10810435 Frigidaire Model # FFTR1835VSO; Serial # BA10810439

GE Model # GSS25LSLRCSS; Serial # FS400515 Hoshizaki Model #R2A-FS

True Model # GMD-23-HC-TSL01; Serial # 10128257 True Model # T-72-HC True Model # T-49-HC; Serial # 10732792 True Model # T-35-HC

Vissani Model # MDTF18SSR Freezers

Arctic Model # ARC050SOARWW/ARC050SOARBB Hot Point Model # HCM7SM-AWW Koolatron Model # KTCF195 Norlake Model # DP54X78

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Norlake Model # FTF2007795/415740; Serial # 20120554

RCA Model # RFRF470-B-BLACK-AMZ; Serial # A2012375450000104

True Model # T-23F-HC True Model # T-35-HC

5.0 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.

6.0 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.

6.1 Cost – up to 15 points available

6.2 Small Business Participation – up to 25 points available

6.2.1 Small Business Participation will be evaluated as below:

0% SB Participation = 0 points

1-10% SB Participation = 10 points

11-20% SB Participation = 15 points

21-29% SB Participation = 20 points

30% or more (goal met) = 25 points

6.3 Qualifications and Experience – up to 25 points available

6.4 Workforce Capacity and Responsiveness - up to 20 points available

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6.5 Past Performance - up to 10 points available

6.6 Approach to Replace and Repair Equipment – up to 5 points available

7.0 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:

a. Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

b. 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.

8.0 PRICING STRUCTURE

8.1 Pricing shall be captured solely in the following bid tables

8.1.1 Washers and Dryers Only BT-15HV

8.1.2 Dishwashers Only BT-01AB

8.1.3 Ovens Only BT-06IL

8.1.4 Refrigerators and Freezers Only BT-02CT

8.2 A bid of 0 (zero) will be interpreted by the City has a no-charge (free) item and the City will not be expected to pay for that item.

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8.3 It is strongly encouraged that Proposers include in their proposal every service category for which they are qualified and capable of performing work. Proposers awarded under this solicitation shall only perform work within the category or categories for which they have been awarded. Work falling outside of a Proposer’s awarded category scope will not be assigned, performed, or subcontracted by that Proposer.

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.

9.8 Following the award, additional goods and/or services of the same general category that could have been encompassed in the award of

RFP Ref. #: 26-0109 Doc. Ref#: RFP-02 Page 10 of 13 the Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid so long as such inclusion does not violate state or local law.

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 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.

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

10.2 Required Response forms

10.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-Forms.

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

10.2.4 Small Business Certification, If Applicable.

10.2.5 Completed RFP-07-Deviations.

10.2.6 Reference Letters (Minimum of Three (3) Letters).

10.2.7 Statement of Qualifications.

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10.2.8 Staffing Plan.

10.2.9 Signed Addendum(s) acknowledging receipt. Note: If no

addendum issued, please attach a page stating "No Addendum Issued”

10.2.10 Completed Bid Tables:

10.2.10.1 Washers and Dryers Only BT-15HV

10.2.10.2 Dishwashers Only BT-01AB

10.2.10.3 Ovens Only BT-06IL

10.2.10.4 Refrigerators and Freezers Only BT-02CT

10.3 Technical Response

10.3.1 Qualifications and Experience - Provide a statement of qualifications on company letterhead that includes but not limited to: brief history of company, number of years the Proposer has been in business, geographical area of operations and professional affiliations, overview of the ownership structure of the company.

10.3.2 Workforce Capacity and Responsiveness – Provide a staffing plan that includes but not limited to: staffing plan, organizational chart, coverage map, service coverage and capacity description.

10.3.3 Past Performance - Provide a minimum of three (3) reference letters from municipal facilities or other entities of similar size and scope.

10.3.4 Approach to Replace and Repair Equipment – Provide

approach to replace and repair equipment as evidenced in RFP- 04-Authorized Signature and Questionnaire.

10.3.5 List of Exceptions/Substitutions/Clarifications/Additions

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10.3.5.1 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.

10.3.5.2 If no exceptions are taken, please include a single

document stating “No Exceptions taken” in the Required section.

10.3.5.3 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.

10.3.5.4 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.

10.3.5.5 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

RFP Ref. #: 26-0109 Doc. Ref#: RFP-02 Page 13 of 13 explanation.

10.3.5.6 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.

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

10.3.5.8 Begin responses to the major sections of the

solicitation on a new page.

10.3.5.9 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.