8-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 1 of 8 RFP Title: Sendera Springs Library Furniture Purchase and Installation

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to provide purchasing, delivery, and installation of Furniture, Fixtures, and Equipment (FF&E) for the Sendera Springs Branch Library, a new facility currently under construction and scheduled to open in December 2026, for the Library Department on an “as needed” basis. Prospective responding proposers should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful proposer(s) is known hereafter as “Contractor”/ “Vendor.”

2.0 BACKGROUND

Sendera Springs Branch Library project is funded through the 2022 Bond Program under City Project No. 103980. The awarded contract will encompass comprehensive FF&E services to ensure the new library is fully furnished, functional, and ready for public use upon opening.

The architectural services contract for this facility was awarded under M&C 24-0095, which included FF&E coordination with the construction documentation. The construction contract for this facility was awarded under M&C 25-0618, which did not include FF&E procurement or installation services. Therefore, this solicitation seeks to engage a qualified vendor to fulfill those specific needs in alignment with the overall project schedule and design intent.

3.0 SCOPE OF SERVICES

3.1 The Proposer shall have a minimum of five (5) years’ experience providing FF&E services for public libraries, schools, or municipal facilities.

3.2 The Proposer shall provide all services necessary for the purchase, delivery, and installation of FF&E for the Sendera Springs Branch Library included but not limited to:

3.2.1 FF&E Layout and Specifications

3.2.1.1 Utilize as a basis of design the provided FF&E floor

plans and specifications provided in Exhibit A.

3.2.1.2 Provide finish boards and color palettes of equal or

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 2 of 8 greater quality than basis of design for review by assigned City representative.

3.2.1.3 Provide a comprehensive FF&E schedule and itemized

list.

3.2.1.4 Provide product data sheets, cut sheets, and finish/fabric samples for review by assigned City representative.

3.2.1.5 Ensure all items meet the technical, safety, and

durability standards required for public libraries.

3.2.2 Purchasing and Project Management

3.2.2.1 Develop purchasing plan and timeline aligned with

construction milestones.

3.2.2.2 Manage ordering, logistics, delivery, and installation schedules.

3.2.2.3 Track orders, manage back orders/substitutions, and

handle warranty claims.

3.2.2.4 Coordinate closely with City staff, architects, and the general contractor.

3.2.3 Delivery and Installation

3.2.3.1 Deliver all FF&E to the project site and perform

professional installation.

3.2.3.2 Provide on-site supervision during installation.

3.2.3.3 Remove all packaging materials and restore work areas to clean condition.

3.2.4 Post-Installation Services

3.2.4.1 Conduct a final walkthrough with City representatives.

3.2.4.2 Prepare and resolve any items as needed.

3.2.4.3 Submit as-built FF&E plans, warranty documentation, and maintenance manuals.

3.3 The Proposer shall meet or exceed the following technical specifications:

3.3.1 General Requirements

3.3.1.1 Commercial-grade, high-traffic durability.

3.3.1.2 ADA-compliant.

3.3.1.3 Low volatile organic compounds (VOC), non-toxic

finishes.

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 3 of 8

3.3.1.4 Fabrics must comply with one of the two different

standards for testing the fire resistance of materials;

NFPA 701 or CAL 117.

3.3.2 Furniture Requirements

3.3.2.1 Seating: Ergonomic, durable, cleanable, available for all age groups.

3.3.2.2 Tables and Workstations: Scratch-resistant and

technology-ready.

3.3.2.3 Shelving: Modular, reconfigurable, stable, and ADA-

accessible.

3.3.2.4 Service Desks: Ergonomic with cable management and

lockable storage.

3.3.2.5 Collaborative Furniture: Flexible and reconfigurable for variety use.

3.3.3 Equipment Requirements

3.3.3.1 Technology Furniture: Power/data integration and cable management.

3.3.3.2 Specialty Items: Book carts, display units, and

lightweight mobile furniture.

3.3.3.3 Power Integration: Underwriter Laboratories (UL)-listed and code-compliant charging furniture.

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 Small Business Participation – up to 25 points available

5.2.1 Small Business Participation will be evaluated as below:

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 4 of 8

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 Past Performance – up to 25 points available

5.4 Qualifications and Experience – up to 20 points available

5.5 Schedule and Project Management – 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 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.

7.0 PRICING STRUCTURE

7.1 Pricing shall be captured solely in the bid table, BT-26DN.

7.2 For reference, the City has included Exhibit A under Files. Exhibit A includes furniture plan and specifications for Sendera Springs Branch Library. Please refer to Exhibit A for additional information on columns G-J.

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 5 of 8

7.3 On bid table BT-26DN, columns L and M are required to be

completed in its entirety.

8.0 CONTRACT AWARD PROCESS

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

8.2 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.

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

8.4 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.

8.5 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.

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

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

9.0 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.

9.1 Proposal Format Requirements

9.1.1 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-

RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 6 of 8 spaced for the entire submitted proposal.

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

9.2 Required Response forms

9.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05- Forms.

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

9.2.4 Small Business Certification, If Applicable.

9.2.5 Completed RFP-07-Deviations.

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

9.2.7 Statement of Qualifications.

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

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

9.2.9 Completed Bid Table (BT-26DN).

9.3 Technical Response

9.3.1 Small Business Participation – Submit a current Small Business

Certification issued by a certifying agency listed under section b of Small Business Program.

9.3.2 Past Performance – Provide a minimum of three (3) reference letters from public libraries, schools, municipal facilities, or other entities of similar size and scope.

9.3.3 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.

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9.3.4 Schedule and Project Management – Provide a purchasing plan and timeline aligned with construction milestones. Describe how orders will be managed, tracked, and scheduled for delivery, as well as the processes for coordinating with City representatives.

9.3.4 List of Exceptions/Substitutions/Clarifications/Additions

9.3.4.1 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.

9.3.4.2 If no exceptions are taken, please include a single

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

9.3.4.3 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.

9.3.4.4 Identify each exception, clarification, substitution

and/or addition by specifically referencing the page number, section number, subsection number, RFP Ref. #: 26-0039 Doc. Ref#: RFP-02 Page 8 of 8 item number or letter, and, if necessary, paragraph, or line number.

9.3.4.5 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.

9.3.4.6 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.

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

9.3.4.8 Begin responses to the major sections of the

solicitation on a new page.

9.3.4.9 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.

9.4 Pricing

Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.