CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 1 of 20

RFP Title: Odor Control

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize a non-exclusive agreement for odor control services for the City of Fort Worth on an “as needed” basis. Prospective responding proposers should ensure they download all attachments for complete responses and understanding of the agreement City intends to award from this solicitation. The successful proposer(s) is known hereafter as “Vendor”/ “Vendor.”

2.0 BACKGROUND

City is seeking qualified vendors to provide wastewater collection system odor and corrosion control services on an as-needed basis through a non-exclusive agreement. City’s wastewater collection system includes large-diameter sewer mains serving residential, commercial, and industrial areas, where wastewater characteristics, flow conditions, and infrastructure configurations may contribute to the generation and release of hydrogen sulfide (H₂S), associated odors, and conditions that accelerate corrosion.

City has identified elevated and, at times, abnormal hydrogen sulfide concentrations and odor concerns along four wastewater collection system segments: M00292, M00253, M00280, and M00338A. The ability to add chemicals to both M00280 and M00338A is present within the city’s sewer easement. However, the space and access might be limited for large equipment. These segments vary in diameter, length, flow rate, wastewater composition, and surrounding land use. Certain areas are characterized by variable industrial wastewater contributions, while others are located near residential neighborhoods, public parks, golf courses, walking paths, and restricted-access properties. These conditions require site-specific treatment strategies that account for wastewater characteristics, operational constraints, public access, and environmental considerations.

City has previously evaluated or utilized various odor control technologies, including magnesium hydroxide, ferric sulfate, ferric chloride, ferrous chloride, hydrogen peroxide, biological treatments, and biocatalyst liquids.

City currently uses a biocatalyst liquid as part of its wastewater collection system odor control program and may consider alternative or supplemental treatment technologies when supported by monitoring results, demonstrated technical benefits, and operational requirements.

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 2 of 20

Existing chemical dosing infrastructure and site accessibility vary across the identified sewer segments. While established dosing locations are available along M00292, other identified segments require further evaluation to determine the feasibility of installing additional treatment equipment, establishing monitoring locations, and providing reliable chemical delivery and feed operations. At the Village Creek Water Reclamation Facility the City is currently using two chemical feed sites. This includes, Ferric Sulfate

(gravity thickeners), Magnesium Hydroxide (gravity thickeners). The Village

Creek Water Reclamation Facility is currently using ferric sulfate. Village

Creek’s third-party biosolids contractor (Synagro) is currently using ferric chloride for post digestion treatment however, please note, that post digestion chemical treatment is not part of this RFP.

Through this RFP, City intends to engage a qualified Vendor capable of providing an integrated odor and corrosion control program that includes treatment assessment, chemical supply and delivery, monitoring and sampling, treatment optimization, equipment installation and maintenance, technical support, emergency response, and performance reporting.

The overall objective is to reduce H₂S-related odors, support the prevention of corrosion in wastewater infrastructure, minimize odor complaints, improve treatment effectiveness, and optimize chemical consumption and operating costs. City retains sole authority to approve treatment products, operating parameters, monitoring requirements, additional treatment locations, and changes to the authorized scope of services.

3.0 SCOPE OF SERVICES

City seeks proposals from qualified Vendors to provide comprehensive wastewater collection system odor and corrosion control services on an as-needed basis under a non-exclusive agreement. Vendor shall furnish all labor, supervision, chemicals, treatment products, equipment, instrumentation, transportation, delivery services, installation, maintenance, monitoring, technical support, reporting, safety resources, and other materials and services necessary to perform the authorized work.

Services shall be provided at locations designated by the City and may include existing treatment sites, newly established dosing locations, monitoring points, and additional wastewater collection system segments

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 3 of 20 identified during the contract term. Vendor shall develop and implement site-specific treatment strategies based on wastewater characteristics, flow rates, sulfide concentrations, historical data, industrial contributions, seasonal conditions, infrastructure limitations, and applicable operational requirements.

The scope of services shall include, but not be limited to, the following:

3.1 The program goals will include minimizing the occurrence/frequency of odor complaints. In addition, the following specific targets levels of

H2S treatment will be used to evaluate the effectiveness of the odor control services provided:

3.1.1 Vapor H2S daily average at all locations target levels is 25 ppm.

3.1.2 Vendor shall review the monitoring results on a quarterly basis with the City to confirm the average monthly vapor levels are within 10 percent of the target levels and the average dissolved sulfide levels are no greater than 0.5mg/L. Changes to the program goals shall not be implemented without approval from the City.

3.2 In order to ensure that the City’s odor control objectives are met;

Vendor shall install devices to monitor atmospheric H2S data and collect dissolved H2S data on a weekly basis. The Owner and System shall mutually agree during the service Contract to modify the monitoring program as needed to ensure that the chemical feed is being optimized before any changes in monitoring are implemented.

3.3 Vendor shall provide various odor control products and process optimization services to various Field Operations wastewater collection systems and the Village Creek Wastewater Treatment Plant.

For the wastewater collection system, the biocatalyst solution stimulates endogenous bacteria to help control odors. The City uses the products below but are not limited to:

3.3.1 Biocatalyst liquid - a natural organic solution that stimulates

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 4 of 20 endogenous bacteria, biological activity, within the sewer system to prevent or reduce the formation of fats, oils and greases, H2S, and ammonia.

3.3.2 Ferric Sulfate – Supply ferric sulfate for control of odors associated with raw wastewater and also for optimization of solids treatment processes at Village Creek. Product must be

60% ferric sulfate, and 10-13% ferric iron (Fe+3).

3.3.3 Magnesium Hydroxide Slurry, Technical Grade – 55-62%

solids, weight percent; minimum of 90% Mg(OH)2 on a dry solids basis, with a maximum stabilized residual test of 4 grams. For control of odors associated with raw wastewater as well as optimization of solids treatment processes at Village

Creek Wastewater Treatment Plant.

3.3.4 Hydrogen Peroxide, Technical Grade – Supply 50% solution of Hydrogen Peroxide for control of odors associated with raw wastewater and also for optimization of solids treatment processes at Village Creek Wastewater Treatment Plant.

3.3.5 Ferric Chloride – Supply ferric chloride for control of odors associated with raw wastewater and also for optimization of solids treatment processes at Village Creek Wastewater

Treatment Plant. Product must be 35-42% ferric chloride and contain minimal sulfur-bearing compounds.

3.3.5.1 Ferrous chloride (18-32%) may be considered for

control of odors associated with raw wastewater and also for optimization of solids treatment processes at

Village Creek Wastewater Treatment Plant. Please indicate on your bid response which ferrous chloride is being proposed.

3.4 Vendor shall be responsible for furnishing the necessary personnel, RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 5 of 20 equipment,

3.5 Materials (diaphragms, filters, etc.), supplies, transportation, services and otherwise do all things necessary to provide odor control services of the monitoring and services programs for odor control. No additional cost will be paid by the City.

3.6 Vendor shall provide and manage all supply deliveries and supply feed systems operations for the life of the service Contract to meet the established goals of the odor control program.

3.7 Vendor shall adjust and control the metering pumps to optimize chemical usage for H2S control, with City’s prior approval of dosing changes. Hourly dosage profiles are to be developed by the Vendor through frequent liquid and vapor sampling at all times of the day in order to optimize supply use. Unique profiles shall be developed to adjust for seasonal variation and sulfide loading.

3.8 Vendor shall provide a cellular based remote telemetry control computer for continuous monitoring by the Vendor for each of the

City’s feed systems with the following capabilities:

3.8.1 Tank Level monitoring for inventory monitoring, scheduling deliveries and usage verification.

3.8.2 Dosage Control - Shall be capable of programming a different dosage for each hour or the day with a different 24-hour profile for each day of the week.

3.8.3 Real Time Alarms - Shall have the ability to monitor leak detection in the pump enclosure and the tank secondary containment in addition to flow rate variation, pump failure, excess flow cut off alarm, high tank level, low tank level and loss of source power.

3.8.4 Excess Flow Cut Off - Each system shall be equipped with an

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 6 of 20 excess flow cut off valve. When the system detects excess flow the tank valve shall close. This prevents chemical from spilling on the ground in the event a pipe breaks or pump diaphragm breaks. This valve also shall close when there is a power outage. The control system shall be capable monitoring and opening the valve remotely.

3.8.5 Flow Detection - Each system shall be equipped with a

pressure sensor to measure the system or pumping pressure. If there is no pumping pressure, there shall be chemical flow. The control system shall monitor the pressure.

3.8.6 Notification - The system shall be capable of sending text messages and emails to key personnel of Vendor and selected

City personnel to notify them of all high priority alarms.

3.8.7 Data Storage/Recall - Critical data such as tank level shall be kept internally in the programmable logic controller (PLC) memory with the level recorded every fifteen minutes for the past 10 days. Accessing the Vendor provided website page with color graphical user interface, the level can be viewed on an x-y chart showing the values and also downloaded in a

*.csv or *.txt format to maintain weekly histories. The same shall be accomplished with other measurements (such as flow if a meter is incorporated into the system).

3.8.8 Device shall have the flexibility to incorporate other

communication protocols such as Modicon Communication

Bus (MODBUS) or Process Field Bus (PROFIBUS).

3.8.9 Vendor shall provide the City with access to web-based daily tank inventories for each site.

3.8.10 Vendor shall provide a sampling program during the twelve

(12) month operating period to include weekly gathering of

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 7 of 20 dissolved and atmospheric H2S data and iron analysis using portable and fixed devices at key monitoring points. The sampling program shall include all devices, installation, calibration, and local labor.

3.9 Vendor shall provide quarterly reports to the City showing sulfide and H2S levels at the monitoring locations and chemical usage at each dosing site and an annual report providing data on monitoring, chemical usage, and equipment maintenance.

3.9.1 QUATERLY: Quarterly reports shall provide a graphic

representation of the sulfide and H₂S levels at monitoring locations daily throughout the quarter with a summary of the target levels and whether they were met. The report shall also provide the results of all grab samples taken during the month in tabular format with a discussion of any changes that may affect the feed rates at the various locations and a discussion of the graphical results presented in the reports. The report shall also provide descriptions of system performance, chemical usage, key observations, and any problems. Reports shall also provide information on seasonal trends in both H₂S and chemical feed and recommendations for changes in the dosing rate at each chemical application point. Reports shall provide a summary of the budget through the end of the quarter.

3.10 Vendor shall control the environment of the work site during on-site operations. All precautions shall be taken by Vendor to protect the workers, public and City staff from any exposure to harmful or hazardous substances.

3.10.1 Vendor shall conform to all requirements regarding handling and hauling of chemicals for the odor control services provided at each site in accordance with Occupational Safety and Health

Administration (OSHA) regulations and those that may be mandated by Federal or State Governments.

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3.10.2 Vendor is required to have a detailed spill response plan for each chemical feed site that can be accessed by the City personnel in the event of a spill or leak.

3.11 Any product lost because of leakage or metering pump malfunction resulting in overdosing, will be replaced at the Vendor’s own expense.

3.12 Vendor shall comply with all federal, state, and local regulations regarding product labeling, packaging, and safety including providing

Material Safety Data Sheets (MSDS).

3.13 Vendor must obtain pre-approval from the City prior to changing any supply Vendor and provide a certificate of analysis.

3.14 H₂S data loggers shall be provided by Vendor. Instruments shall be calibrated in the manner prescribed by the instrument Vendor.

Instruments shall be maintained in accordance with manufacturer’s recommendations. Vendor is responsible for having their own test equipment at no additional cost to the City.

3.15 Treatment targets for sulfide levels will be agreed prior to starting the

Contract period by all parties.

3.16 In addition, the sampling frequency and schedule will be determined and agreed by all parties before the initiation of the Contract period.

3.17 Vendor shall optimize feed rates as well as performance throughout

M00292 and M00253 line.

3.18 Vendor shall provide service to all equipment utilized during the annual Contract, including installation, safety training, and maintenance.

3.19 Vendor shall conduct detailed baseline H₂S sampling before any chemical is added.

3.20 The technical approach is based on the sulfide data collected and information provided by the City. A simplified model of the technical approach, including a schematic of approximate application points and monitoring points, is shown in Exhibit A, System Schematic M00292.

3.21 Vendor shall respond to and repair any equipment failures at each supply application site within 24 hours.

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3.22 Vendor shall have at least two (2) local technicians within 60 minutes of each site to respond to any issue that may occur. Vendor shall provide a 24-hour toll-free hotline phone number upon contract execution.

3.23 In the collection system (Field Operations), the City has found that treatment year-round from January through December has assisted with controlling the H₂S and Corrosion of our system. However, reduced dosage checks will be done when needed.

3.24 Each week: Additional line segments within the wastewater collection systems could be selected, data shall be collected in electronic format, then forwarded to the City representative for review. Below are the additional line segments that could be selected. Each map will be attached as a separate document, see Exhibit A.

3.24.1 M-00292 (Exhibit A)

3.24.2 M-00253 (Exhibit A)

3.24.3 M-00280 (running parallel with M-00338)

3.24.4 M-00338 (running parallel with M-00280)

3.25 Each Month: A summary of the month shall be provided by the Vendor with any recommendations for any additional treatment and/or dosage.

All recommendations shall be approved by the City prior to work being performed. Data shall be collected in electronic format, recommended treatment approaches shall be provided, and an annualized budgetary estimate for full service annual Contract, which will be forwarded to the City representative for review.

3.26 Each quarter: A summary of the quarter shall be provided by the

Vendor with any recommendations for any additional treatment and/or dosage. All recommendations shall be approved by the City prior to work being performed. Data shall be collected in electronic format, and recommended treatment approach shall be provided and an annualized budgetary estimate for full service annual Contract, which will be forwarded to the City representative for review.

3.27 Vendor shall provide a final report in electronic format that provides:

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3.27.1 An executive summary of the Contract period, its findings, results, cost, and recommendations;

3.27.2 An analysis of any impact on the Field Operations wastewater collection systems, and related systems cost impacts; and

3.27.3 Charts and tables containing detailed data and observations collected during the Contract period.

3.27.4 Vendor shall notify the Department Point of Contact

immediately upon the occurrence of any system error.

3.27.5 Vendor shall immediately notify the Department Point of

Contact if any equipment fails or if the required equipment is unavailable or nonfunctional.

3.28 The City shall provide data compatible with the full Environmental

Systems Research Institute (ESRI) suite of software and deliver it in

ESRI compatible file formats, including shapefiles, file geodatabases, Keyhole Markup Language (KML), and other applicable formats.

3.29 Delivery

3.29.1 The Village Creek Water Reclamation Facility (VCWRF)

utilizes a variety of chemicals to mitigate odors and corrosion throughout the plant and to improve various solids treatment processes. The chemicals listed below may be utilized at

VCWRF:

3.29.1.1 Magnesium Hydroxide

3.29.1.2 Ferric Sulfate

3.29.1.3 Ferric Chloride

3.29.1.4 Ferrous Chloride

3.29.1.5 Hydrogen Peroxide

3.29.1.6 Chlorine Dioxide (purate/sulfuric acid)

3.29.2 The address for VCWRF is 4500 Wilma Lane, Arlington, TX

76012.

3.29.3 All materials shall be delivered between normal business hours

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8:00 a.m. to 5:00 p.m., Central Time, Monday through Friday.

3.29.4 Holiday Hours shall be all City observed holidays as follows:

3.29.4.1 New Year’s

3.29.4.2 Martin Luther King

3.29.4.3 Memorial Day

3.29.4.4 Juneteenth

3.29.4.5 July 4th

3.29.4.6 Labor Day

3.29.4.7 Thanksgiving Thursday and the following Friday

3.29.4.8 Christmas

3.29.5 Each delivery address for the biocatalyst is a Geographic

Information System Identification (GIS ID) manhole located in the City’s collection system, see table below:

Odor PM 3900 N Beach GIS 19132

Water Field Operations

Odor PM 3900 N Beach GIS 19252

Odor PM 3733 N Beach GIS 38762

Odor PM 6400 Randol Mill Rd. GIS 1046446

Odor PM 6400 Randol Mill Rd. GIS 1046445

Odor PM 6600 Randol Mill Rd. GIS 1046444

Odor PM 3205 Cheryl Haltom 1

Odor PM 3205 Cheryl Ln. GIS Haltom City

Odor PM 400 Dana Haltom 2

Odor PM 6600 Randol Mill Rd. GIS 1046443

Odor PM 6600 Randol Mill Rd. GIS 1046442

Odor PM 3733 N Beach St. GIS 38762

Odor PM 4400 Dana Dr. GIS Haltom City

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 12 of 20

Odor PM 3900 N Beach St. GIS 19132

Odor PM 3900 N Beach St. GIS 19252

Odor PM 6400 Randol Mill Rd. GIS 1046450

Odor PM 6400 Randol Mill Rd. GIS 1046449

Odor PM 6400 Randol Mill Rd. GIS 1046448

Odor PM 6400 Randol Mill Rd. GIS 1046447

Odor PM 6800 Randol Mill Rd. GIS 1046438

Odor PM 6800 Randol Mill Rd. GIS 1046435

Odor PM 6900 Randol Mill Rd. GIS 521983

Odor PM 800 Clay Court Cir. GIS 26430

Odor PM 800 Clay Court Cir. GIS 11470

Odor PM 8601 Lowery Rd. GIS 11471

Odor PM 5800 Melanie Dr. GIS 649212

Odor PM 453 Shadow Grass Ave. GIS 521978

Odor PM 8200 Randol Mill Rd. GIS 58199

Odor PM 8601 Lowery Rd. GIS 58390

Odor PM 8601 Lowery Rd. GIS 58253

Odor PM 8601 Lowery Rd. GIS 58254

Odor PM 800 Clay Court Cir. GIS 58391

Odor PM 800 Clay Court Cir. GIS 58606

Odor PM Dottie Lynn Pkwy. GIS 45382

Odor PM 7600 Randol Mill Rd. GIS 521970

Odor PM 8200 Randol Mill Rd. GIS 58199

Odor PM 8601 Lowery Rd. GIS 58605

3.30 Vendor shall provide unit prices including all associated cost for services provided as described below:

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 13 of 20

3.30.1 Chemical Only: Vendor shall deliver chemicals to the site and offload in City-owned/operated storage tanks and/or facilities.

Vendor shall provide all equipment necessary to effect delivery.

Chemical and Equipment Cost: Vendor shall deliver chemical and provide “turnkey” services including storage tank(s) and ancillary equipment (level sensors, meters, dosage control system(s) providing for optimal dosage rates in real time), technical support, and mobilization/demobilization. Vendor’s inability to provide “turnkey services” may negatively affect their overall scoring with other vendors who do offer such services.

3.30.2 For turnkey services the Vendor shall be required to develop written standard operating procedures (SOPs) for operational, safety and maintenance activities. The SOP(s) will include a schedule for performing routine system maintenance. A copy of the SOP(s) will be submitted to the City within 10 business days after the turnkey system becomes operational. Vendor shall update and maintain the SOP(s) as needed and appropriate to reflect the current status of the installed infrastructure. Copies of revised SOPs shall be promptly submitted to the City.

3.30.2.1 For turnkey services at Village Creek Water

Treatment Plant, the Vendor shall be required to develop written SOP(s) for operational, safety, and maintenance requirements of the installed infrastructure at this facility.

3.30.2.2 Vendor is responsible for all chemical cleanup costs and activities due to turnkey equipment failure or spills that occur during product delivery. Chemical spills will be promptly cleaned and disposed of and shall be reported immediately to City personnel. Spill cleanup activities shall be performed in accordance with all applicable Federal, State, and local regulations.

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 14 of 20

3.30.2.3 Vendor is responsible for supplying their own

equipment (tanks, pump, metering, etc.).

3.30.2.4 For turnkey services at Village Creek Water

Treatment Plant, the Vendor will perform all required demobilization activities within 30 days after receiving written notification from the City.

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 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.

5.1 The Vendor must have a minimum of five (5) years of experience performing similar task.

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

5.3 The Vendor must submit the completed questionnaire and required documentation identified in this solicitation.

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 20 points available

6.3 Ability to meet the City’s need – up to 15 points available

6.4 Experience & Qualifications – up to 15 points available

6.5 Delivery & Support – up to 20 points available

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6.6 Treatment Optimization & Performance Monitoring – up to 15 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 a certifying entity approved by the City Manager.

Small Business Participation will be evaluated as below:

0% SB Participation = 0 points

1-15% SB Participation = 10 points

16-29% SB Participation = 15 points

30% SB Participation or more (goal met) = 20 points

8.0 PRICING STRUCTURE

8.1 Pricing shall be captured solely in the bid table, BT-14CR.

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

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

8.4 Vendor shall not include any cost or rate information within the proposal document, attachments, or exhibits other than the markup percentages captured in the bid table.

8.5 Vendor shall provide a written firm-fixed price quote, based on the labor rates listed on the Bid Solicitation. The firm fixed price quotation shall include:

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8.5.1 Description of the work to be performed.

8.5.2 Itemized estimate of the parts and materials, including manufacturer’s list price discount.

8.5.3 Timeline including proposed start and finish dates.

8.6 Understand that the submission of a firm fixed price quotation is evidence that the Vendor has familiarized himself/herself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, and the equipment, materials, labor, etc. required. No variation in price or conditions shall be permitted based on the claim of ignorance, negligence, or false representation.

8.7 Vendor shall understand that if alternative products are available to meet the sustainability goals of the City, these shall be submitted with the Vendor’s quote as an additional or alternative firm fixed price quotation.

8.8 Vendor shall immediately notify the Department Project Manager or designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

8.9 Within one (1) business day of notification, the Vendor shall submit a written Project Quotation Change Request to the Department Project

Manager or designee. The City reserves the right to reject any changes to the project firm’s fixed price quotation requested by the Vendor.

Under no circumstances shall the Vendor proceed with changes to the project firm fixed price quotation without approval from the

Department Project Manager or designee. The Project Quotation

Change Request shall include the following:

8.9.1 A description of the change or addition in the work and the reason for the change/addition, explaining the benefits of the change/addition.

8.9.2 The adjustment in the project time, if applicable.

8.10 If the City requests to change a fixed-price quote due to a change in the scope of work that would increase the number of labor hours required or the amount of materials required, the Vendor shall amend

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 17 of 20 the original amount and, upon approval and acceptance by the

Department Project Manager, of the amended fixed-price quote, shall be reimbursed for the changes.

8.11 If a Vendor 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.

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

8.12 Unit prices will include all costs associated with the specified work, including, but not limited to: transportation and travel charges, loading charges, fuel charges, certification fees, shop fees, miscellaneous fees, environmental/hazardous disposal fees, and unspecified costs. NO ADDITIONAL CHARGES WILL BE

ACCEPTED OR PAID BY THE CITY.

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 is afforded to all concerned.

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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.

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 Formal 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.

11.0 RESPONSE FORM

11.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire form.

11.2 Completed and signed RFP-05-Forms

11.3 Completed and signed RFP-06-Small Business Utilization Form V1.

11.4 Completed RFP-07-Reference Sheet

11.5 Completed RFP-08-Deviations

11.6 Completed Bid Table (BT-14CR)

11.7 Completed Bid Table (BT-01CV) – Please enter “%” (percentage sign) after the numeric under the Unit Price.

12.0 TECHNICAL RESPONSE

12.1 Provide a narrative response describing your company’s qualifications and experience relevant to this RFP. This should include years in

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 19 of 20 business under the current company name, company background, timely response, product availability, qualified personnel, appropriate equipment, quality control, and compliance with the City's requirements. Any services similar in scope to this RFP, and any experience working with municipalities or other public-sector entities.

12.2 Provide a detailed description of your company’s approach to performing the Scope of Services for the categories you are bidding

on. This should include how your company plans to meet the City’s needs outlined in the Scope of Services, standard delivery timeframes, availability of expedited shipping, typical response times for service requests, and the overall service request process.

13.0 LIST OF EXCEPTIONS/SUBSTITUTIONS/CLARIFICATIONS/

ADDITIONS

13.1 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.

13.2 If no exceptions are taken, please include a single document stating

“No Exceptions taken” in the Required section.

13.3 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.

13.4 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

RFP Ref. #: 26-0335 Doc. Ref#: RFP-02 Page 20 of 20 number.

13.5 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.

13.6 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.

13.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as many details as possible.

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

13.9 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.