7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 1 of 11 RFP Title: Maintenance and Repairs to Automated Gate Systems

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a contract for the repair of automated gate systems and related components, including gate operators, barrier arms, iron gates, access control boards, loop sensor detection equipment, and other related equipment.

Services under the resulting agreement will also include a bi-annual preventative maintenance program for applicable equipment in accordance with the descriptions and specifications provided in this Request for Proposal

(RFP).

The successful bidder, hereafter referred to as the “Proposer” or “Vendor,” shall provide all management, supervision, administrative support, labor, materials, tools, parts, supplies, lubricants, equipment, barricades, and transportation necessary to perform the services required under the resulting agreement.

Services will be performed on an as-needed basis as requested by the City.

The City makes no guarantee regarding the quantity or frequency of services requested during the term of the agreement.

2.0 SCOPE OF SERVICES

The services described in this solicitation include both as-needed repair services and scheduled bi-annual preventative maintenance for automated gate systems and related components. Vendors shall be capable of responding to service requests, diagnosing equipment issues, repairing or replacing components, and performing preventative maintenance in accordance with manufacturer recommendations and industry standards.

A list of City facilities that may require services is provided as a separate attachment. This list is for informational purposes only and does not guarantee service volume or frequency.

The following sections outline the specific service requirements, response expectations, documentation requirements, and equipment types that may be serviced under the resulting agreement.

2.1 GENERAL SERVICE REQUIREMENTS

2.1.1 Provide competent supervision of personnel performing work

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 2 of 11 under this agreement.

2.1.2 Ensure all technicians performing work are properly trained and qualified to service the equipment.

2.1.3 Comply with all applicable safety regulations, including but not limited to Occupational Safety and Health Administration (OSHA) requirements, Environmental Protection Agency (EPA) regulations, and applicable City ordinances.

2.1.4 Provide appropriate traffic control measures when performing work, including the use of cones, barricades, warning devices, or other safety measures necessary to maintain safe pedestrian and vehicle traffic flow.

2.1.5 Ensure work areas are properly secured and restored upon completion of work.

2.1.6 Remove all debris, equipment, and materials upon completion of services and leave the work area clean and safe.

2.1.7 The Vendor shall be responsible for correcting any damage caused to City property resulting from its operations.

2.2 SERVICE RESPONSE REQUIREMENTS

2.2.1 The Vendor shall respond on-site to routine service requests within twenty-four (24) hours of notification by the City.

2.2.1.1 Routine service and repair work shall generally be

performed during normal working hours of 6:00 AM to 6:00 PM, Monday through Friday.

2.2.2 The Vendor shall respond on-site to emergency repair requests within four (4) hours of notification by the City.

2.2.3 Emergency service requests may occur outside normal working hours and may include:

2.2.3.1 After-hours service (6:01 PM – 5:59 AM, Monday

through Friday)

2.2.3.2 Weekend service (12:00 AM Saturday – 11:59 PM

Sunday)

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 3 of 11

2.2.3.3 Other emergency service situations as determined by

the City

2.2.4 The Vendor shall maintain the capability to respond to service requests seven (7) days per week, in accordance with the response times outlined above.

2.2.5 The Vendor shall coordinate service visits with the requesting departments as necessary.

2.3 BI-ANNUAL PREVENTATIVE MAINTENANCE SERVICES

2.3.1 The Vendor shall perform bi-annual preventative maintenance services for applicable automated gate systems as requested by departments.

2.3.2 Preventative maintenance shall be performed in accordance with manufacturer recommendations and may include but is not limited to:

2.3.2.1 Inspect, clean, or repair electrical contacts, wires, and terminals, to ensure proper electrical continuity

2.3.2.2 Check and test safety controls (safety loops and

photocells) to ensure immediate response to a mechanical malfunction

2.3.2.3 Check belts and chains (belts will be replaced if worn) and adjust limits for proper gate closure

2.3.2.4 Adjust and oil all chains

2.3.2.5 Check and tighten all chain bolts

2.3.2.6 Check and reseal loops as needed

2.3.2.7 Check and grease rollers/hinges

2.3.2.8 Adjust brake

2.3.2.9 Check system for wear of sprockets

2.3.2.10 Check driveway sensors for correct sensitivity settings

2.3.2.11 Check and operate total unit

2.3.2.12 All services will be performed during normal business

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 4 of 11 hours

2.3.2.13 Verifying loop sensors

2.3.2.14 Checking wiring and meter

2.3.3 Preventative maintenance services shall be scheduled in coordination with the requesting department and the Vendor shall provide at least 48 hours advance notice prior to performing scheduled preventative maintenance.

2.3.4 Following completion of the preventative maintenance visit, documentation shall be provided to the requesting department’s staff within five (5) business days.

2.4 SERVICE DOCUMENTATION AND REPORTING

2.4.1 Following completion of any repair, maintenance, or inspection service, the Vendor shall provide documentation describing the work performed.

2.4.2 Documentation shall be provided to the City in electronic format within five (5) business days of completing the service.

2.4.3 Documentation shall include at minimum:

2.4.3.1 Name and/or description of gate inspected

2.4.3.2 Location, including city building name, of gate

inspected

2.4.3.3 Equipment Performance

2.4.3.4 Necessary equipment repair(s)

2.4.3.5 Recommended improvement(s) to equipment

2.4.4 If additional repairs or replacement work is required, the Vendor shall provide a written estimate including:

2.4.4.1 Description of work to be performed

2.4.4.2 Parts and/or products to be provided

2.4.4.3 Itemized estimate of materials, including associated

percentage mark-up

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 5 of 11

2.4.4.4 Itemized labor costs, including number of hours, pay

rates, and worker classifications

2.4.4.5 A timeline, including proposed start and completion

dates.

2.5 GATE AND COMPONENTS

2.5.1 Examples of commonly used equipment types include but are not limited to:

2.5.1.1 Door King Series 6000 and 9000 gate operations

2.5.1.2 Door King Services 1600 Barrier Gates/Arms

2.5.1.3 Loop Detector and Loop Sensors/Loops

2.5.1.4 Iron Swing Gate and Iron Slide Gates

2.5.1.5 Lift Master Slide Gate Model # CSL24UL

2.5.1.6 Parking Pro-MT-RC0104

2.5.1.7 Magnetic barrier gate/arms

2.5.2 The equipment listed above reflects commonly used components based on recent operational needs and is not intended to represent a complete inventory of equipment serviced under this agreement.

2.6 ADDITIONAL SERVICES

2.6.1 The City reserves the right to request services for similar automated gate equipment, systems, or related components that may not be specifically listed within this solicitation but fall within the general scope of automated gate maintenance and repair services.

2.7 WARRANTY

2.7.1 The Vendor shall provide a minimum twelve (12) month

warranty on all parts, equipment and labor against defects in materials and workmanship beginning on the date the repair or installation is completed.

2.7.2 The warranty shall include all labor, travel expenses, materials, RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 6 of 11 and replacement parts necessary to correct any deficiencies covered under the warranty.

2.8 CONTRACT POINT OF CONTACT

2.8.1 The Vendor shall designate a Single Point of Contact (SPOC) responsible for coordinating services under the resulting agreement.

2.8.2 The Vendor shall ensure that:

2.8.2.1 The SPOC shall be available during normal working

hours of 6:00 AM to 6:00 PM, Monday through Friday.

2.8.2.2 An alternate contact shall be designated and must have the same authority as the SPOC to receive service requests, coordinate services, and take necessary action in response to City needs.

2.8.2.3 Contact information for both individuals shall be

provided to the City upon contract award and updates as necessary through the contract term.

2.9 ADDITIONAL INSURANCE REQUIREMENTS

2.9.1 In addition to the insurance requirements outlined in RFP-03-

Draft Vendor Services Agreement, the following requirements apply:

2.9.1.1 The Vendor shall provide complete copies of all

insurance policies. These copies must be supplied to:

Financial Management Services Department Attention: Purchasing Division RFP 26-0141 100 Fort Worth Trail, Fort Worth, Texas 76102

2.9.1.2 Deductible limits, or self-funded retention limits, on each policy must not exceed $10,000.00 per occurrence unless otherwise approved by the City.

2.9.1.3 While the purchase order is in effect, the Vendor shall report, in a timely manner, to the Purchasing Department any known loss occurrence that could give

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 7 of 11 rise to a liability claim or lawsuit which could result in a property loss.

3.0 METHOD OF AWARD - Submissions will be evaluated based on best value to the City. Submissions that receive less than 50% of the total available points, excluding cost and small business participation, will not be considered for award.

4.0 MINIMUM QUALIFICATIONS

To be considered for evaluation, the Proposer must meet the following minimum qualifications. Failure to meet these requirements may result in the submission being deemed non-responsive.

4.1 The Proposer must have a minimum of three (3) years of experience repairing or maintaining automated gate systems.

4.2 The Proposer must be capable of providing services in accordance with the response requirements outlined in the Scope of Services.

4.3 The Proposer must submit the completed questionnaire and required documentation identified in this solicitation.

5.0 EVALUATION FACTORS

Submissions that meet minimum qualifications will be evaluated based on the criteria listed below.

5.1 Cost – up to 30 points available

5.2 Small Business Participation – up to 25 points available.

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

5.3 Availability of Resources to Perform Services – up to 15 points available.

Evaluates the Proposer’s available resources to perform the services

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 8 of 11 described in the Scope of Services, including the number of qualified technicians, staffing capacity, equipment, and operational ability to support service requests.

5.4 Experience with Government or Similar Size Organizations – up to 20 points available.

Evaluates the Proposer’s experience providing automated gate repair, maintenance, and related services for government entities or organizations of similar size and operational complexity.

5.5 Service Area Coverage – up to 10 points available.

Evaluation will consider the Proposer’s ability to provide timely response within the City of Fort Worth, including location of operations as it relates to response time and service efficiency.

6.0 PRICING STRUCTURE

6.1 All pricing shall be submitted using Bid Table (BT-14CI). Proposers shall not modify the format of the Bid Table.

6.2 Unit prices will 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.

6.3 A price of “0” entered for any bid line item, will be interpreted as the service or item being provided at no cost to the City.

6.4 Quantities listed in the Bid Table are estimated for evaluation purposes only and are not intended to represent actual service quantities. The City does not guarantee any minimum quantity of services.

6.5 The equipment types and services identified in the Bid Table represent commonly used equipment and services based on recent operational needs. However, the City may require repair, maintenance, or replacement services for equipment, components, or related items not specifically listed in the Bid Table.

6.6 Labor rates identified in the Bid Table are not cumulative, and only one labor rate category shall apply to a service visit based on the time services are performed.

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 9 of 11 RFP Title: Maintenance and Repairs to Automated Gate Systems

6.7 If a Proposer wishes the City to consider additional charges not specifically identified in the Bid Table, such charges must be submitted in the “Any Other Requested Documents” section of the submittal.

6.7.1 The City reserves the right to review and determine whether such charges will be considered acceptable as part of the resulting agreement.

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 the 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 SUBMISSION REQUIREMENTS

To facilitate the evaluation process, Proposers must submit the documents listed below. Submissions that do not include the required documentation may be deemed non-responsive at the City’s discretion.

RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 10 of 11

8.1 Response Forms

8.1.1 Completed and signed RFP-04-CFW Required Forms

8.1.2 Completed and signed RFP-05-Small Business Utilization Form

8.1.3 Completed and signed RFP-06-Deviations

8.2 List of Exceptions/Substitutions/Clarifications/Additions For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-06-Deviations to capture this information.

8.2.1 Although the Scope of Services included in the 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.

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

8.2.3 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.

8.2.4 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.

8.2.5 Identify each item clearly as an addition, exception, RFP Ref. #: 26-0141 Doc. Ref#: RFP-02 Page 11 of 11 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.

8.2.6 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.

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

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

8.2.9 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.

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:

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

Small Business goal will be achieved.

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