8-RFP-02-Scope of Services26-0031.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0031 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Lab Supplies

1.0 INTRODUCTION AND PURPOSE

1.1 The City of Fort Worth (City) seeks bids to finalize non-exclusive agreement for lab supplies, consumables and replacement parts for the Environmental, Police and Water Departments on an "as needed" basis.

The City intends to award multiple agreements to provide full coverage of services for the City. The successful bidder(s), known hereafter as “Vendor”.

1.2 The successful bidder(s) shall provide all necessary work, services, materials, parts, equipment and supplies on an as-needed basis, as requested by the City.

1.3 Following the award, additional goods of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added.

2.0 VENDOR RESPONSIBILITIES-The Vendor Shall:

2.1 Vendor shall respond and supply requested materials or services required during regular business hours within a maximum of five (5) business days or less including shipment by mutual agreement from the time original request is made.

2.2 Vendor will be responsible for the return of rejected items.

2.3 Vendor shall provide the Certificate of Conformity (COC) for product as evidence that it meets a minimum set of regulatory, technical and safety requirements.

2.4 Contractors shall not provide backorders unless approved by the Water Department of the City of Fort Worth.

3.0 SPECIFICATIONS

3.1 All items supplied resulting from this bid shall be of recent production, unused, and suitable for their intended purpose.

3.2 All items will be rejected if the shelf life is less than 12-months or has expired.

Oakes, Heather Should be specifications

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3.3 Vendor items designated as “No Substitutions or Equivalent” shall be supplied as the specific item by the originating manufacturer/supplier [e.g. Agilent any supplier supplying this item must supply the exact Agilent item manufactured by Agilent] submitting substitution or equivalents may be grounds for rejection of a bid as non-responsive to the specifications.

3.4 Due to the type of equipment, some manufacturers require the use of certified parts and consumables. The use of aftermarket items, media, supplies and other products will invalidate the equipment’s warranties.

3.5 Alternative sizes or packages quantities are acceptable.

3.6 Bulk pricing options are acceptable to provide quantity price breaks.

3.7 Any items requiring a COC will be subject to rejection, if not provided.

3.8 The brands listed below are brand names currently utilized by the City. Additional brand names are acceptable based on the need of the City.

3.8.1 Absolute

3.8.2 AccuStandard

3.8.3 Agilent

3.8.4 Biotage

3.8.5 Environmental Express

3.8.6 Fisher

3.8.7 Fox

3.8.8 Grainger

3.8.9 HACH

3.8.10 KPM

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3.8.11 Midland

3.8.12 Millipore

3.8.13 Skalar

3.8.14 VWR

3.9 CITY REQUIREMENTS

3.9.1 The City will identify the location, City contact, and description of the service request to the Vendor.

3.9.2 The City will provide a purchase order number before placing orders

4.0 DELIVERY REQUIREMENTS

4.1 Supplier shall respond and supply requested materials or

services required during regular business hours within a maximum of five (5) business days or less including shipment by mutual agreement from the time original request is made.

4.2 Backorders will not be accepted by the City, unless approved by requesting department.

4.3 Fabricated Items: the requesting party must approve lead and delivery times.

4.4 Unit price shall be inclusive all cost for the Supplies, Consumables, Minor Equipment and Replacement Parts including hazardous handling fee, fuel, fuel surcharge, travel and shipping/delivery charges. The City of Fort Worth also reserves the right to order and be charged in the method that is most advantageous for the City. No additional charges will be accepted or paid by the City.

5.0 FIELD SAFETY PRECAUTIONS

5.1 The vendor shall be responsible for meeting all federal, state, and local requirements related to workplace safety.

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5.2 The vendor is required to provide their staff with all personal protective equipment associated with the job requirements.

5.3 The vendor shall coordinate with City staff to de-energize equipment prior to initiating field work activities.

5.4 The vendor shall provide the City with their insurance certificate prior to the start of contract.

6.0 QUALITY ASSURANCE AND TESTING

6.1 Standards

6.1.1 Per TNI Standard – EL-VN4-2017-Rev2.2: Chemical Testing 1.1.1.1.n: Initial Calibration Verification [ICV]: All initial calibrations shall be verified with a standard obtained from a second manufacturer or a separate lot prepared independently by the same manufacturer.

6.1.2 Items will be rejected if the requirements are not met.

6.1.3 Supplier will be responsible for the return of rejected items.

6.2 Certificate of Conformity

6.2.1 Suppliers will be required to provide the COC for product as evidence that it meets a minimum set of regulatory, technical and safety requirements.

6.2.2 Any items requiring a COC will be subject to rejection, if not provided. The supplier will be responsible for the return of rejected items.

6.3 Safety Data Sheet

6.3.1 Suppliers will be required to provide the SDS for products as evidence that it meets a minimum set of regulatory, technical and safety requirements.

6.3.2 The SDS must include information such as the properties of each chemical; the physical, health, and environmental health hazards; protective measures; and safety precautions for handling, storing, and transporting the chemical.

6.3.3 Any items requiring a SDS will be subject to rejection, if not

RFP Ref. #: 26-0031 Doc. Ref#: RFP-02 Page 5 of 9 provided. The supplier will be responsible for rejected items.

7.0 PRICE ADJUSTMENT –

7.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to one time Quarterly. Price Adjustment means an unplanned or unanticipated change, upward or downward, from the established contract price that is supported by demonstrated Price Adjustment Justification. A request for a Price Adjustment must be initiated by the Vendor. Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the sole discretion of the City to determine whether an adjustment is necessary and/or acceptable.

7.2 Quarterly means the City’s Fiscal year quarters, being each of the three (3) month periods the first of which begins October 1. Quarter

(Q) 1: October 1 – December 31; Q2: Jan 1 – March 31; Q3P: April 1

– June 30; Q4: July 1 – September 30:”

8.0 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.

9.0 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.

9.1 Cost – up to 15 points available

9.1.1 Documents used to evaluate this will include: Bid Table

9.2 Approach to Perform Services– up to 25 points available

9.2.1 Documents used to evaluate this will include: RFP-06 and copies of any applicable certifications and licenses, to perform services.

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9.3 Qualifications and Experience– up to 25 points available

9.3.1 Documents used to evaluate this will include RFP-07 Reference

Sheets

9.4 Small Business Participation up to 20 points available

9.4.1 Documents used to evaluate this will include RFP-06 Small Business Utilization Form

9.5 Ability to Meet the City’s needs– up to 15 points available

9.5.1 Documents used to evaluate this will include: RFP-04.

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 Response forms

10.1.1 Completed and signed RFP-04

10.1.2 Completed and signed RFP-05.

10.1.3 Completed and signed RFP-06.

10.1.4 Completed and signed RFP-07.

10.2 Technical Response

10.2.1 List of Exceptions/Substitutions/Clarifications/Additions

10.2.1.1 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.

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10.2.1.2 If no exceptions are taken, please include a single

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

10.2.1.3 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.

10.2.1.4 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.

10.2.1.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection.

However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

10.2.1.6 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

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City.

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

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

10.2.1.9 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.

10.2.1.10 Pricing

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

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).

Small Business Participation will be evaluated as below:

0% SB Participation = 0 points 1-10% SB Participation = 5 points 11-20% SB Participation = 10 points 21-29% SB Participation = 15 points

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30% or more (goal met) = 20 points