8-RFP-02-Scope of Work.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 1 of 17 RFP Title: Submersible Pump Service and Repair

1.0 INTRODUCTION AND PURPOSE

1.1 The City of Fort Worth (City) seeks to establish non-exclusive agreements for the inspection, testing, troubleshooting, repair, overhaul, refurbishment, removal, installation, startup, commissioning, and supply of replacement parts and equipment for submersible, self-priming, and vertical close-coupled pumps, including associated appurtenances, controls, and components for the Water Department. Services and replacement parts and/or equipment shall be provided on an “as needed” basis. Prospective responding bidders should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful bidder(s), known hereafter as “Contractor”/“Vendor.”

2.0 BACKGROUND

2.1The City of Fort Worth Water Department is issuing this solicitation to procure critical replacement equipment necessary to maintain the continuous, reliable operation of various City of Fort Worth Lift Stations within its wastewater collection system. The designated facilities utilize submersible sewage pumps to safely convey wastewater, and the current infrastructure requires immediate replacement to mitigate the risk of operational failure.

3.0 SCOPE OF SERVICES

3.1 Contractor Responsibilities

3.1.1 The successful Respondent shall be required to furnish and deliver new, current-production KSB KRT-series, Ebarra, Cornell, Liberty, Hydromatic, Homa and Sulzer explosion-proof submersible sewage pumps, complete with all specified motor monitoring systems, lifting accessories, control packages, level instrumentation, and comprehensive manufacturer startup services, in strict accordance with the technical specifications detailed herein.

3.1.2 The Contractor shall provide documentation demonstrating that it is authorized by the applicable manufacturer(s) to sell, Oakes, Heather This should be included in 8.4

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 2 of 17 service, repair, and/or provide replacement parts for the pump brands included in the request for proposal (RFP).

3.1.3 The Contractor shall provide a single point of contact (SPOC) and respond to calls, voicemails, and emails within one (1) hour during normal business hours, Monday through Friday, 7:00 a.m. through 4:00 p.m., once the contract has been awarded and fully executed.

3.1.4 The Contractor shall have demonstrated experience in the inspection, startup, commissioning, troubleshooting, repair, overhaul, refurbishment, engineering support, hydraulic evaluation, sizing, and maintenance of wastewater submersible sewage pumps and associated equipment.

3.1.5 The Contractor shall be responsible for complying with all applicable federal, state, and local requirements related to workplace safety and shall comply with all City facility safety requirements.

3.1.6 The Contractor shall provide its personnel with all personal protective equipment (PPE), tools, testing equipment, and safety equipment necessary to perform the work safely and in accordance with applicable requirements.

3.1.7 The Contractor shall provide a qualified field service

representative for pump removal, installation, startup, commissioning, troubleshooting, inspection, testing, and repair upon request by the City.

3.1.8 The Contractor shall provide labor and equipment pricing in accordance with the Bid Solicitation. Parts and services not specifically identified in the applicable manufacturer's published price list shall be provided at the manufacturer's current price plus the Contractor's approved markup.

3.1.9 Contractor shall maintain written records of all inspections, testing, troubleshooting, repairs, parts installed, adjustments, and other work performed under this contract. Upon request, RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 3 of 17

Contractor shall provide maintenance and repair records to the City.

3.1.10 Contractor shall provide one (1) electronic copy and two (2) hard copies of shop drawings, inspection reports, repair reports, startup reports, test results, and Operation and Maintenance (O&M) manuals for new equipment provided under this contract.

3.1.11 Contractor shall properly size new or replacement pumps, parts, and equipment based on the operational parameters and information provided by the City. If the Contractor improperly sizes equipment based on information provided by the City, the Contractor shall be responsible for correcting the sizing and replacing or upgrading the equipment as necessary at no additional cost to the City.

3.2 Repair Evaluation & Authorization

3.2.1 The Contractor shall inspect and evaluate pumps received for repair and provide the City with a written quotation before beginning repair work.

3.2.2 If the estimated cost of repair, refurbishment, or overhaul exceeds the cost of a new replacement pump, Contractor shall notify the City and provide a separate quotation for replacement equipment.

3.2.3 No repair, overhaul, refurbishment, or replacement work beyond the approved inspection/evaluation shall proceed without written authorization from the City.

3.2.4 All repairs and refurbishments shall meet or exceed the applicable manufacturer's original specifications and shall comply with applicable Hydraulic Institute standards.

3.2.5 The Contractor shall identify any components that are damaged, worn, defective, obsolete, or otherwise unsuitable for continued service and shall provide recommendations for repair or replacement.

3.3 Pump Inspection

3.3.1 Contractor shall submit a written scope of work within forty-eight

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 4 of 17

(48) hours after receiving the pump at the Contractor's repair facility. The scope of work shall include, but not limited to:

3.3.1.1 Detailed description of the pump's condition upon receipt.

3.3.1.2 Photographs documenting the condition of the pump and major components.

3.3.1.3 Identification of observed defects, damage, wear, or

abnormal conditions.

3.3.1.4 Results of applicable electrical and mechanical testing.

3.3.1.5 Recommended repairs and replacement parts.

3.3.1.6 Estimated repair time.

3.3.1.7 Estimated cost of repair.

3.3.1.8 Identification of any conditions that may prevent the pump from meeting the manufacturer's original performance requirements.

3.3.1.9 Recommended additional testing, if applicable.

3.3.2 The Contractor shall not proceed with repairs beyond the approved scope of work without written authorization from the City.

3.4 Submersible Pump Inspection & Repair

3.4.1 The Contractor shall inspect and evaluate applicable pump components, as required by the condition of the equipment, shall include but not limited to:

3.4.1.1 Pump casing, suction/discharge connections, mounting

components, and associated hardware.

3.4.1.2 Impeller, including inspection for wear, damage, corrosion, erosion, blockage, imbalance, and loss of hydraulic performance.

3.4.1.3 Wear rings, wear plates, suction covers, and other

hydraulic wear components, where applicable.

3.4.1.4 Mechanical seals, seal chambers, O-rings, gaskets, RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 5 of 17 packing, and other sealing components.

3.4.1.5 Bearings, shafts, shaft sleeves, keys, and associated rotating components.

3.4.1.6 Motor windings, insulation resistance, electrical

connections, motor leads, power cables, and cable entry points, as applicable.

3.4.1.7 Moisture detection, thermal protection, leakage

detection, and other manufacturer-provided protective devices, where applicable.

3.4.1.8 Pump rotation, motor condition, operating amperage, vibration, and other applicable operational parameters.

3.4.1.9 The Contractor shall identify the cause of failure, where reasonably determinable, and shall provide the City with recommendations to prevent recurrence.

3.5 Field Removal Installation & Startup

3.5.1 Upon request, Contractor shall provide field personnel to assist with removal and installation of submersible pumps.

3.5.2 The Contractor shall verify proper pump installation, alignment, connections, rotation, electrical connections, lifting arrangements, discharge connections, guide rails, mounting components, and other applicable installation requirements.

3.5.3 The Contractor shall coordinate with City personnel before equipment is energized or placed into service.

3.5.4 The Contractor shall perform startup and commissioning activities as required by the manufacturer and shall verify proper pump operation under the operating conditions established by the City.

3.5.5 The Contractor shall document startup and commissioning activities and provide a written startup report to the City.

3.6 HOURS AND UNIT PRICES

3.6.1 Due to the wide range of work to be performed with this agreement, compensation to the Contractor shall be broken into

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 6 of 17 regularly hourly, overtime and weekend/holiday rates with regular time being defined as Monday through Friday, 7:00am to 4:00pm and overtime being defined as any time outside of those times, including weekends and holidays. The unit price for hourly rates shall be full compensation for all salaries, benefits, transportation costs, overhead and profits. No additional compensation will be provided for tools, testing equipment, or software necessary to perform the work

3.7 SUBMERSIBLE PUMPS GENERAL REQUIREMENTS

3.7.1 The City owns and maintains an extensive inventory of varied manufacturer brands and models of submersible, self-primer and vertical close coupled pumps at water plants, wastewater plants and wastewater lift stations located throughout the City.

Manufacturer Model

KSB KRT K350-633

KSB KRT 250-401

KSB KRT K100-400

KSB KRT K350-500

KSB KRT K200-503

KSB KRT K100-250

KSB KRT F100-403

KSB KRT D150-403

KSB KRT-K150-403

KSB 5433MV

KSB KRT K150-403

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 7 of 17

KSB KRTKD

Ebarra 100DKEBU467.54-1001

Ebarra 100DKEBU46114-1001

Cornell 4414T

Liberty LGV153A0760S2SCCA-3

Hydromatic S4HRC1500M4-2

HOMA OC4X2-1890/23

Sulzer XFP 250M CH2 PE 2800/4

3.7.2 Brand Name

3.7.2.1 Make /Model – The items shall meet or exceed the list in 3.7.1

3.7.2.2 Brand names are listed for reference only and not

intended to limit competition. Bidder may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid specifications

3.7.2.3 Bidders shall provide manufacturer name, model number and product literature demonstration compliance with their bid submittal. The Senior Purchasing Manager (SPM) or designee will evaluate “equal” products on the basis of information furnished by the Bidder or identified in the bid and reasonably available to the SPM. The City shall have the sole right to determine equal products.

3.7.2.4 All items shall be new and unused.

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 8 of 17

3.7.3 All work; equipment, materials, repairs, and replacement parts shall comply with applicable manufacturer requirements and the following applicable codes and standards:

3.7.3.1 National Electrical Manufacturer’s Association

(NEMA)

3.7.3.2 American Society for Testing and Materials (ASTM)

3.7.3.3 American Water Works Association (AWWA) E103.15

3.7.3.4 Underwriters Laboratories (UL)

3.7.3.5 Hydraulics Institute (HI)

3.7.4 All inspections, tests and troubleshooting shall utilize manufacturers’ instruction manuals applicable to each particular component and Hydraulic Institute standards.

3.7.5 The City may provide equipment shop drawings, O&M manuals, engineering drawings, specifications, pump curves, operating data, and other available equipment/system information to assist Contractor with field investigation, troubleshooting, sizing, and repair.

3.7.6 During commissioning, Contractor shall be responsible for implementing final settings and adjustments on equipment provided, with input from the City regarding operational parameters.

3.7.7 Contractor shall coordinate with City staff to de-energize, lock out, and verify equipment prior to initiating field work activities.

City personnel will coordinate the City's lockout/tagout requirements.

3.8 DELIVERY REQUIREMENTS

3.8.1 The City will provide the successful Contractors with point of contact names and numbers for Plant facilities

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 9 of 17

3.8.2 Deliveries will be made to the various facilities throughout the term of the contract.

Facility Address

Village Creek Treatment Plant

4500 Wilma Lane Arlington, TX 76012

Rolling Hills Water Treatment Plant

2500 SE Loop 820 Fort Worth, TX 76140

Eagle Mountain Treatment Plant

6801 Bowman Roberts Rd Fort Worth, TX 76179

North/South Holly Treatment Plant

1500 11th Ave Fort Worth, TX 76102

Westside Treatment Plant 12200 Old Weatherford Rd Aledo, TX 76008

3.8.3 Equipment requiring shop work shall be picked up and

delivered by the Contractor unless otherwise requested by the City.

3.8.3.1 Pickup and delivery of equipment shall be billed as shop service repair hours. The time shall start when the Contractor picks up equipment and continues until the Contractor returns to their facility to perform repairs.

3.8.4 All deliveries to be scheduled at least 24 hours prior to arrival to ensure adequate lifting devices are available on the plant site.

3.8.5 Delivery schedule for all Plants shall be between the hours of 6:30am and 3:00pm only, Monday through Friday, unless otherwise arranged by a plant superintendent.

3.8.6 Contractor shall be responsible for protecting City equipment during transportation and shall promptly notify the City of any damage occurring during pickup, transportation, or delivery.

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 10 of 17

3.9 WARRANTY

3.9.1 All new parts installed under this contract shall carry a minimum manufacturer's warranty of one (1) year from the date the repaired or replaced equipment is placed into service, unless a longer manufacturer's warranty is provided.

3.9.2 Repair and service work performed under this contract shall be warranted against defects in workmanship for a minimum period of one (1) year from the date the repaired equipment is returned to service.

3.9.3 New or replacement equipment supplied under this contract shall carry the manufacturer's standard warranty, with a minimum warranty period of one (1) year from the date the equipment is placed into service, unless otherwise specified in the Bid Solicitation or approved in writing by the City.

3.9.4 No repair or service work performed under this contract shall void an existing manufacturer's warranty applicable to the equipment. Contractor shall notify the City in writing before performing work that could affect an existing warranty.

3.9.5 Contractor warrants and guarantees that all items shall be in good working order from the time items are placed into service. Items shall be free of defects by design, materials, and workmanship for a period of not less than two years. Should equipment fail during the warranty period, it shall be repaired/replaced at no expense to the City.

3.9.6 Should repaired or replaced equipment fail during the applicable warranty period due to defective workmanship or defective parts supplied by the Contractor, Contractor shall, at no additional cost to the City, repair or replace the defective work or parts.

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

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 11 of 17

5.1 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.

5.2 Proposals that meet these requirements will be evaluated based on the criteria listed below.

5.2.1 Cost – up to 30 points available

5.2.2 Small Business Participation – up to 20 points available

1% - 7% = 5 points 8% - 15% = 10 points 16% - 29% = 15 points 30% - 100% = 20 points

5.2.3 Technical Approach and Understanding of Requirements – up to 20 points available

5.2.4 Vendor Qualifications, Experience, and Past Performance – up to 20 points available

5.2.5 Service Level, Responsiveness and Availability – up to 10 points available

6.0 PRICING STRUCTURE

6.1 Provide a written firm-fixed-price, based on the labor rates listed on the RFP. The firm-fixed-price shall include:

6.1.1 Description of the work performed.

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

6.2 Understand that the submission of a firm-fixed-price quotation is evidence that the Contractor 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.

6.3 Following the award, additional services of the same general category that could have been encompassed in the award of this Agreement, RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 12 of 17 and that are not already in the Agreement, may be added based on the discount bid and price sheet provided with the bid.

6.3.1 The submission of a bid by the bidder shall be considered evidence of compliance with these requirements.

6.4 Unit prices shall 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.

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

6.6 The Contractor 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.

6.7 Within one (1) business day of notification, the Contractor 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 Contractor. Under no circumstances shall Contractor 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:

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

6.7.2 The adjustment in the project time, if applicable.

6.8 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

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 13 of 17 required or the amount of materials required, the Contractor shall amend 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.

6.9 INVOICES

6.9.1 All invoices must match prior City-approved estimates, or payment may be delayed. All charges must be identified on Vendor’s invoice billing statement, listed LINE by LINE by individual charges

6.9.2 Hours must be rounded to the nearest ¼ hour. Hours invoiced must be for actual hours spent at the City facility working on the equipment, at the hourly labor rate listed in the RFP.

6.9.3 If the final invoice needs to be updated for any reason (i.e.

charges, etc.), the date on the final invoice must be updated to match the date the revised invoice was submitted for processing.

6.9.4 INVOICE SUPPORTING DOCUMENTATION

6.9.4.1 Supporting Documentation for Labor charges must

include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Vendor must provide the City with documentation which identifies the per hour labor rate.

6.9.4.2 Supporting Documentation for Parts charges must

include, at a minimum: 1) a short and plain description of the part; 2) the vendor part number; and 3) the vendor’s cost for the part and any markups.

6.9.4.3 Vendor must provide the City, at a minimum, with a

Bill of Lading or Purchase Order as documentation of the freight charges.

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 14 of 17

6.9.5 The Vendor must obtain a Purchase Order number before

scheduling and delivering goods.

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.

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.

7.8 Following the award, additional materials 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.

8.0 PROPOSAL FORMAT AND ATTACHMENTS

8.1 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

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 15 of 17 instructions.

8.2 Proposal Format Requirements

8.2.1 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.

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

8.4 Response forms

8.4.1 COMPLETE RFP-04, Authorized Signature and Questionnaire

8.4.2 COMPLETE RFP-05, CFW Required Forms

8.4.3 COMPLETE RFP-06, Small Business Utilization Form (if

applicable)

8.4.4 COMPLETE RFP-07, Reference Sheet

8.4.5 COMPLETE RFP-08, Exceptions/ Deviations Form

8.4.6 The Contractor shall provide documentation demonstrating that it is authorized by the applicable manufacturer(s) to sell, service, repair, and/or provide replacement parts for the pump brands included in the request for proposal (RFP).

8.4.7 COMPLETE Bid Table (BT-04lO)

8.4.8 COMPLETE Bid Table (BT-03FM)

8.5 Technical Response

8.5.1 List of Exceptions/Substitutions/Clarifications/Additions

8.5.1.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 16 of 17 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.

8.5.1.2 If no exceptions are taken, please include a single

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

8.5.1.3 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.

8.5.1.4 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.

8.5.1.5 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.

8.5.1.6 For substitutions/clarifications, provide an explanation

RFP Ref. #: 26-0322 Doc. Ref#: RFP-02 Page 17 of 17 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.

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

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

8.5.1.9 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.

8.5.2 Pricing

8.5.2.1 Proposal pricing shall be assembled and presented in

accordance with the format and instructions of this solicitation.

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:

9.1 Small Business Utilization form V1 (RFP-06), detailing how the

Small Business goal will be achieved.

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