9-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0096 Doc. Ref#: RFP-02 Page 1 of 15 RFP Title: Meter Boxes and Lids

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is requesting proposals from qualified firms to establish a non-exclusive contract for meter boxes and lids for the Water Department per descriptions and specifications listed in this RFP

2.0 BACKGROUND

The City of Fort Worth Water Department maintains over 306,000 active water meter locations across its service area, each requiring properly installed and maintained meter boxes and lids to ensure system protection, safe access, and reliable customer service. As ongoing city growth adds approximately 8,000 newly installed meter boxes to the system each year, the City also replaces roughly 2,000 existing meter boxes and lids annually as part of routine maintenance and asset renewal across both existing and newly added locations. Given the scale of the system and ongoing maintenance demands, the City’s operational priority is to ensure durability, safety, load performance, and consistent material quality. These needs underscore the importance of a supplier capable of reliably providing meter boxes and lids in the required sizes and configurations, as needed, without interruption.

3.0 SCOPE OF SERVICES

3.1 Composite Water Meter Boxes and Lids General Requirements

3.1.1 All composite water meter boxes and lids furnished shall comply with the provisions of this specification. Composite is defined in this specification as a material made from two or more materials that, when combined, produce a material with characteristics different from the individual components.

3.2 Composite Meter Box

3.2.1 The meter box shall be black and constructed out of a

composite material blend for maximum durability and corrosion resistance. The composite material blend shall have a tensile strength greater than 1700 pounds per square inch(psi).

3.2.2 The meter box shall be black in color (blended at the time of manufacture) for maximum Ultraviolet (UV) protection. The black material shall be uniform throughout the box and not

RFP Ref. #: 26-0096 Doc. Ref#: RFP-02 Page 2 of 15 have a foaming agent that creates air pockets within the meter box wall.

3.2.3 The meter box shall have crush resistant ribbing along the outside of the box

3.2.4 The meter box shall have a flange around the lid opening to help prevent settling and aid in adjustment to grade.

3.2.5 The meter box shall be constructed with the ability to be installed in paved surfaces utilizing rebar to prevent settling and aid in adjustment to grade.

3.2.6 The meter box shall have the name of the manufacturer, the product series, and the recycled emblem molded into the body and visible to inspection

3.3 Composite Lid

3.3.1 The City shall provide meter box lids for all meter boxes shall be constructed out of a composite material blend for maximum durability and corrosion resistance. The composite material blend shall have a tensile strength greater than 1700 pounds per square inch (psi).

3.3.2 The meter box lids for all meter boxes shall be constructed out of a composite material blend for maximum durability and corrosion resistance. The composite material blend shall have a tensile strength greater than 1700 pounds per square inch (psi).

3.3.3 The meter box lid shall be black or gray (blended at the time of manufacture) have “City of Fort Worth” and ‘Molly’ logo molded into the top side of the lid as well as the manufacturer’s name or logo, and product series.

3.3.4 Meter box lids shall have “WATER METER” molded into the top of the lid.

3.3.5 Meter box lids shall have a molded tread-pattern for skid resistance.

3.3.6 Meter box lids shall be solid throughout.

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3.3.7 All lids shall seat securely and evenly on the meter box.

3.3.8 Meter box lids shall have a molded pick bar for use by meter reading tool.

3.3.9 Meter box lids shall have two (2) pieces of ½” rebar located underneath the lid and flushed within the lid for them to be locatable

3.3.10 Lids shall be designed with Advanced Metering Infrastructure (AMI) receptacles.

3.3.11 All size meter box lids shall have one (1) recessed AMI endpoint area, to alleviate a trip hazard, centered over AMI slide mount. Recess area should be 4-½” in diameter and 3/8” deep, and a minimum of 2” away from the length side and 2- 3/4” away from the width side.

3.3.12 Dual meter box lids shall have two (2) recessed AMI endpoint area, to alleviate a trip hazard, centered over AMI slide mount.

Recess area should be 4-½” in diameter and 3/8” deep, and a minimum of 2” away from the length side and 2-3/4” away from the width side.

3.3.13 All meter box lids shall have built-in anti-flotation devices.

3.3.14 Meter Box lids shall have a molded ‘knock-out” plug of 1.88” to accept the AMI endpoint. Knock-out diameter shall accommodate an endpoint with a 1-7/8” diameter

3.4 Meter Box and Lid Class Measurements

3.4.1 Class A Composite Meter Box: Intended for use with services utilizing 5/8” x 3/4” and 3/4” X 3/4" meters (measurement).

3.4.2 Class A Composite Meter Box will have a working area of no less than 10- 7/16” x 19-1/8”.

3.4.3 The pipe holes for the Class A Composite Meter Box shall measure a minimum of 2-1/2” x 3-1/4”.

3.4.4 Class A Composite Meter Box Lid shall be constructed at measurements no bigger than 17-7/8” x 11-1/8” x 1-3/4”.

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3.4.5 Class B Composite Meter Box: Intended for use with services utilizing two (2) 5/8” x ¾” or ¾” meters (measurement)

3.4.6 Class B Composite Meter Box shall have a working area of no less than 15” x 18”.

3.4.7 The pipe holes for the Class B Composite Meter Box shall measure a minimum of 3-1/4” x 4” on the inlet side of the water meter and ¾” x 7” on the outlet side.

3.4.8 Class B Composite Meter Box Lid shall be constructed at measurements no bigger than 16-5/8” x 14-5/8” x 1-3/4”

3.4.9 Class C Composite Meter Box: Intended for use with services utilizing 1”, 1½”, and 2” meters (measurement).

3.4.10 Class C Composite Meter Box shall have a working area of no less than 16” x 29”.

3.4.11 The pipe holes for the Class C Composite Meter Box shall measure a minimum of 3-1/4” x 3”.

3.4.12 Class C Composite Meter Box Lid shall be constructed at measurements no bigger than 26-7/8” x 15-1/4” x 1-7/8”.

3.5 Retrofit Composite Meter Box Lids

3.5.1 In addition to the meter boxes and lids above, the City may also need the vendor to provide retrofit composite meter box lids for existing meter boxes found throughout the City. The purpose of the retrofit composite meter box lids is to replace the existing non-AMI lids without replacing the existing meter boxes.

Unless otherwise stated, all conditions and design requirements listed in the previous sections shall apply.

3.5.2 Composite lids shall be designed to fit a concrete box/cast iron box in retrofit installations.

3.5.3 The meter box lid shall be black or gray (blended at the time of manufacture) have “City of Fort Worth” and ‘Molly’ logo molded into the top side if the lid as well as the manufacturer’s name or logo, and product series.

3.5.4 Meter box lids shall have “WATER METER” molded into the

RFP Ref. #: 26-0096 Doc. Ref#: RFP-02 Page 5 of 15 top of the lid.

3.5.5 Meter box lids shall have a molded tread-pattern for skid resistance.

3.5.6 Meter box lids shall be solid throughout.

3.5.7 All lids shall seat securely and evenly on the meter box.

3.5.8 Meter box lids shall have a molded pick bar for use by meter reading tool.

3.5.9 Meter box lids shall have two (2) pieces of ½” rebar located underneath the lid and flushed within the lid for them to be locatable.

3.5.10 Lids shall be designed with AMI receptacles.

3.5.11 Meter box lids shall have AMI snap locking slide mounts for number of meters/endpoints associated with meter box.

3.5.12 All meter box lids shall have one (1) recessed AMI endpoint area, to alleviate a trip hazard, centered over AMI slide mount.

Recess area should be 4-½” in diameter and 3/8” deep, and a minimum of 2” away from the length side and 2-3/4” away from the width side.

3.5.13 Dual meter box lids shall have two (2) recessed AMI endpoint area, to alleviate a trip hazard, centered over AMI slide mount.

Recess area should be 4-½” in diameter and 3/8” deep.

3.5.14 Meter Box lids shall have a molded ‘knock-out” plug of 1.88” to accept the AMI endpoint. Knock- out diameter shall accommodate an endpoint with a 1-7/8” diameter.

3.5.15 All meter box lids shall have built-in anti-flotation devices.

3.5.16 Retrofit lid sizes

3.5.16.1 Retrofit Class D Composite Meter Box Lid shall be

constructed at measurements no bigger than 10- 1/8”x15-3/8”x1-3/4”.

3.5.16.2 Retrofit Class E Composite Meter Box Lid shall be

constructed at measurements no bigger than 18-

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1/8”x11-5/16x1-3/4”.

3.5.16.3 Retrofit Class F Composite Meter Box Lid shall be

constructed at measurements no bigger than 23”x14- 3/4”x1-3/4” Dual meter box lid (Dual meter box lid).

3.5.16.4 Other sizes not noted may be needed.

3.6 Composite Meter Box and Lid Design

3.6.1 Exceeds ASTM-D1693 Standards for Environmental Stress

Cracking Resistance.

3.6.2 All Manufactures or Manufacture’s representatives shall provide test results from an outside lab at their own expense.

3.6.3 The meter box shall have a flange around the lid opening to help prevent settling and aide in adjustment to grade.

3.6.4 The meter box shall be constructed with the ability to be installed in paved surfaces to prevent settling and aid in adjustment to grade. This product shall be designed to withstand H-10 and H-20 loading in non- deliberant or incidental traffic areas.

3.6.5 Complaint with American Association of State Highway

Transportation Officials (AASHTO). Design Load of H-20;

ASTM C 857 12a. Design Load of A- 16, 16,000 lbs.

transferred through a 10" x 20" steel plate centered on the cover and body.

3.7 Concrete Meter Boxes and Cast-Iron Lids

3.7.1 Standard Concrete Water Meter Box and Lids: All Concrete water meter boxes and lids furnished shall comply with the provisions of this Specification.

3.7.2 Class A Concrete Meter Box: Intended for use with services utilizing 5/8” x ¾” and ¾” water meters.

3.7.3 Class A Concrete Meter Box shall have a working area of no less than– 19-1/4” x 16-7/8”

3.7.4 The pipe holes for the Class A Concrete Meter Box shall

RFP Ref. #: 26-0096 Doc. Ref#: RFP-02 Page 7 of 15 RFP Title: Meter Boxes and Lids measure a minimum of 2-1/2” x 3-1/4”.

3.7.5 Class A Cast Iron Meter Box Lids shall be constructed at measurements no bigger than 17-7/8” x 11-1/8” x 1-3/4”.

3.7.6 Class B Concrete Meter Box: Intended for use with services utilizing two (2) 5/8”x ¾” or ¾” water meters

3.7.7 Class B Concrete Meter Box shall have a working area of no less than– 15-5/8” x 13-5/8”

3.7.8 The pipe holes for the Class B Concrete Meter Box shall measure a minimum of 3-1/2” x 4”.

3.7.9 Class B Cast Iron Meter Box Lid shall be constructed at measurements no bigger than 16-5/8” x 14-5/8” x 1-3/4”.

3.7.10 Class C Concrete Meter Box: Intended for use with services utilizing 1”, 1½” and 2” water meters.

3.7.11 Class C Concrete Meter Box shall have a working area of no less than– 14-1/8” x 25-3/4”

3.7.12 The pipe holes for the Class C Concrete Meter Box shall measure a minimum of 3-1/4” x 3”.

3.7.13 Class C Cast Iron Meter Box Lid shall be constructed at measurements no bigger than 26-5/8” x 14-5/8” x 1-3/4”.

3.8 Retrofit Cast Iron Lid

3.8.1 The meter box lids for all the Concrete Meter Boxes shall be constructed out of a cast iron.

3.8.2 The meter box lid shall have “City of Fort Worth” and ‘Molly’ molded into the lid as well as the manufacturer’s name or logo.

3.8.3 Meter box lids shall have “WATER METER” molded into the top of the lid.

3.8.4 Meter box lids shall have tread-pattern for skid resistance.

3.8.5 Meter box lids shall be solid throughout with reinforcing ribs.

3.8.6 All lids shall sit securely and evenly inside the meter box and shall not overlap the top edge of the meter box.

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3.8.7 Meter box lids shall have a molded pick bar for use by meter reading tool.

3.8.8 Lids shall be designed with AMI receptacles.

3.8.9 Meter Box lids shall have an opening to accept the AMI end-point. Opening shall accommodate an end-point with a 1-7/8” diameter.

3.8.10 Meter box lids shall have recessed AMI end-point area, to alleviate a trip hazard, centered over AMI slide mount. Recess area should be 4-½” in diameter and 3/8” deep, and a minimum of 2” away from the length side and 2-3/4” away from the width side.

3.8.11 3Meter box lids shall have a plug inserted in to the AMI receptacle to avoid water entering through opening until the AMI receptacle is used.

3.8.12 Lids shall be designed with AMI receptacles.

3.8.13 Retrofit lid sizes

3.8.13.1 Retrofit Class G Cast Iron Meter Box Lid shall be

constructed at measurements no bigger than 23- 15/16”x29-7/8”x3/4.

3.8.13.2 Retrofit Class H Cast Iron Meter Box Lid shall be

constructed at measurements no bigger than 23- 15/16”x39-7/8”x3/4”.

3.8.13.3 Other sizes not noted may be needed.

3.9 Documentation

3.9.1 A formal announcement from the manufacturer that the product or model has been discontinued.

3.9.2 Documentation from the manufacturer that names the

replacement product or model.

3.9.3 Documentation that provides clear and convincing evidence that the replacement meets or exceeds all specifications

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3.9.4 Documentation that provides clear and convincing evidence that the replacement will be compatible with all the functions or uses of the discontinued product or model.

3.9.5 Documentation confirming that the price for the replacement is the same as or less than the discontinued model.

3.9.6 In the event of any recall notice, technical service bulletin, or other important notification affecting equipment purchased from this contract, a notice shall be sent to the Contract Representative within seven (7) days of issuance by the manufacturer. It shall be the responsibility of the Vendor to ensure that all recall notices are sent directly to the agency's Contract Representative. Vendor must obtain written confirmation that the City’s Contract Representative has received the notice.

3.10 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.

3.11 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.

3.11.1 Cost – up to 15 points available

3.11.2 Small Business Participation- up to 20 points available

3.11.2.1 Will be evaluated using RFP-4

3.11.3 Performance and Durability – up to 25 points available

3.11.3.1 Will be evaluated using RFP-4

3.11.4 Safety and Security– up to 15 points available

3.11.4.1 Will be evaluated using RFP-04

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3.11.5 Installation and Maintenance/Quality - up to 20 points

3.11.5.1 Will be evaluated using RFP-04

3.11.6 Qualifications and Experience- up to 10 points

3.11.6.1 Will be evaluated using RFP-04

3.11.7 Ability to meet City needs- up to 10 points

3.11.7.1 Will be evaluated using RFP-04

3.12 PRICING STRUCTURE

3.12.1 Highlight Contractor shall, for each project, submit a firm fixed price quotation to the Department Project Manager or designee within two (2) business days of notification for review by the Department Project Manager or designee, or at a time mutually agreed to between the Contractor and the Department Project Manager or designee. The quote will be evaluated for accuracy, demonstrated understanding of the project scope of work, schedule, and price, and shall be awarded to the Contractor meeting the project requirements at the lowest price. To comply with the quote process, the Contractor shall:

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

3.12.1.2 Description of the work to be performed.

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

3.12.1.4 Timeline including proposed start and finish dates.

3.12.2 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

RFP Ref. #: 26-0096 Doc. Ref#: RFP-02 Page 11 of 15 claim of ignorance, negligence, or false representation.

3.12.3 Contractor shall understand that 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.

3.12.4 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.

3.12.5 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 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:

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

3.12.5.2 The adjustment in the project time, if applicable.

3.12.6 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 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.

3.13 CONTRACT AWARD PROCESS

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

3.13.2 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

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RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

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

3.13.4 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.

3.13.5 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.

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

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

3.14 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.

3.14.1 Proposal Format Requirements

3.14.1.1 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.

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

3.15 Response Forms

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3.15.1 Completed and signed RFP-04.

3.15.2 Completed and signed RFP-05.

3.15.3 Completed and signed RFP-06.

3.15.4 Completed and signed RFP-07.

3.15.5 Completed and signed RFP-08.

3.15.6 Completed RFP-09

3.15.7 Documentation

3.16 Technical Response

3.16.1 Submit proof of experience with the bid

3.16.2 List of Exceptions/Substitutions/Clarifications/Additions

3.16.2.1 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.

3.16.2.2 If no exceptions are taken, please include a single

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

3.16.2.3 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

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3.16.2.4 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.

3.16.2.5 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.

3.16.2.6 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.

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

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

3.16.2.9 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.

3.16.3 Pricing

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

3.16.3.2 Pricing shall be captured solely in the bid table, BT- 59DX, provided with this solicitation.

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3.16.3.3 Proposers shall not include any cost or rate information within the proposal document, attachments, or exhibits.

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).