7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0156 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Airport Hangar Door Repair, Maintenance, and Insulation Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth is seeking proposals from qualified vendors to provide as-needed airport hangar door repair, maintenance, and insulation services for the Aviation Department. These services will primarily occur at City-owned airport facilities, Spinks Airport and Meacham International Airport with additional locations as-needed.

2.0 SCOPE OF SERVICES

2.1 Proposer shall perform hangar door repairs and maintenance on thirty-two (32) airport hangars to maintain full operational use and capacity of the hangars for airport tenants.

2.1.1 Hangar door types that require repairs and maintenance include bi-fold, hydraulic, horizontal sliding, and rolling steel or sectional doors.

2.1.2 Hangar door repairs and maintenance of door panels and

structural components.

2.2 Hangar insulation services shall provide the installation, repair, or replacement of insulation.

2.2.1 Insulation types include closed-cell or open-cell spray polyurethane foam, fiberglass batting or blanket insulation, rigid foam board insulation, and reflective insulation systems.

Additional forms of insulation may be included throughout the life of the agreement.

2.2.2 Insulation areas include hangar walls, roofs, ceilings, and hangar doors where structurally and operationally feasible.

2.3 All repairs must be guaranteed by ninety (90) days or more, with parts guaranteed for at least one-year post installation.

2.4 Proposer shall have the ability to perform specialized repairs on Schweiss bifold hangar doors for aircrafts. Repairs require custom parts and equipment such as but not limited to:

2.4.1 High tension springs

2.4.2 Heavy duty steel cable able to withstand 3000 pounds (lbs.) or

RFP Ref. #: 26-0156 Doc. Ref#: RFP-02 Page 2 of 9 more of pressure.

2.4.3 Specialized single phase and 3 phase electric motors

2.4.4 Custom hinges and attachments are only available from the manufacturer

2.5 Operational Reliability – Proposer shall ensure:

2.5.1 All hangar doors open and close smoothly without hydraulic leaks, binding or uneven operation.

2.5.2 All safety interlocks, limit switches, and emergency stops function as designed.

2.5.3 Systems meet manufacturer-recommended specifications for speed, balance, and cycle performance.

2.6 Hydraulic System Performance – Proposer shall ensure:

2.6.1 No visible leaks, fluid contamination, or pressure loss after repair.

2.6.2 Hydraulic systems maintain manufacturer-rated pressure and flow within ±5% tolerance.

2.6.3 System operates without abnormal noise or vibration.

2.7 Electrical & Control System Performance – Proposer shall ensure:

2.7.1 Door operators and control circuits function by the original design intent.

2.7.2 All electrical connections are secured, labeled, and tested for continuity.

2.7.3 Replacement control panels or components must be UL-listed and compatible with existing systems.

2.8 Insulation Performance and Code Requirements – Proposer shall:

2.8.1 Meet or exceed the City of Fort Worth Energy Conservation Code (Ordinance No. 22520-12-2016)

2.8.2 Reduce heat transfer and condensation common to aviation facilities.

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2.8.3 Use fire-resistant and fire-rated materials as required.

2.8.4 Use moisture-resistant and corrosion-resistant materials suitable for aviation environments.

2.9 Vendor Requirements

2.9.1 Proposer shall have a minimum of two (2) years’ experience providing hangar door repairs and insulation as a business.

2.9.2 Proposer must have training and experience in Schweiss bi-fold hangar doors.

2.9.3 Proposer must be able to supply Schweiss brand parts or original equipment manufacturer (OEM) certified parts.

2.9.4 Proposer must provide all tools, equipment, parts, and other necessary materials for repairs. Access to electrical outlets can be provided if necessary. The City provides no equipment.

2.9.5 Technicians providing installation and repairs must have a minimum of two (2) years of experience in an airport setting.

2.10 Response Time

2.10.1 Proposer must respond to service requests within one (1) business day.

2.10.2 On-site repair evaluation or consultation must occur within three

(3) business days of service request.

2.11 Detailed work orders must be submitted for each repair, including descriptions of all parts used and their quantities.

2.11.1 Work orders must accompany invoices in order for invoices to be paid. Individual work orders for each door are required for maintenance records.

2.11.2 Work orders must include:

• Dates of service

• Name of technician completing service

• Diagnostics method used to determine repair needed

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• Repairs performed/Parts replaced

2.11.3 Work order and invoice must be emailed to

aviationinvoices@fortworthtexas.gov in addition to supplierinvoices@fortworthtexas.gov

2.12 Prior to leaving the site, the technician will walk through the work completed with the designated airport personnel.

2.13 Proposer must comply with all Occupational Safety and Health Administration (OSHA) requirements while on-site.

2.14 All personnel associated with the Proposer are required to behave respectfully and professionally while on-site.

2.15 Proposer must provide a direct point of contact for communication with the City and shall not rely solely on third-party platforms for service requests or updates.

2.16 Service Locations

2.16.1 The list of service locations and addresses are listed below. The City reserves the right to add/delete any additional locations as needed.

Location Name Address Spinks Airport 450 Alsbury Ct, Burleson, TX 76028 Meacham International Airport 201 American Concourse, Fort Worth, TX 76106

2.16.2 Regular business hours are Monday through Friday, 8:00 AM to

4:00 PM.

2.16.3 In urgent situations, after-hours, weekends, or holiday work may be performed upon request by authorized airport personnel and agreement with the Proposer.

mailto:aviationinvoices@fortworthtexas.gov mailto:supplierinvoices@fortworthtexas.gov

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2.16.4 City observed holidays:

New Year’s Day Martin Luther King Jr. Day Memorial Day Juneteenth July 4th Labor Day Thanksgiving Thursday and the following Friday Christmas Day

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 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 Small Business Participation – up to 25 points available

5.3 Qualifications and Experience – up to 25 points available

5.4 Service Approach and Responsiveness – up to 20 points available

5.5 Staffing and Resources – up to 15 points available

6.0 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

RFP Ref. #: 26-0156 Doc. Ref#: RFP-02 Page 6 of 9 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-05), 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.

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

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.

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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 and

Questionnaire.

8.2.2 Completed and signed RFP-05-Forms.

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

8.2.4 Small Business Certification, if applicable.

8.2.5 Completed RFP-07-Deviations.

8.2.6 Completed RFP-08-Reference Sheet.

8.2.7 All Signed Addendum(s) acknowledging receipt. Note: If no addendum is issued, please attach a page stating “No Addendum Issued”

8.2.8 Completed Bid Table (BT-56HO)

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8.3 Technical Response

8.3.1 List of Exceptions/Substitutions/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, please include a single

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

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.

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

RFP Ref. #: 26-0156 Doc. Ref#: RFP-02 Page 9 of 9 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.