CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 1 of 18 RFP Title: Residential Plumbing Services

1.0 INTRODUCTION

The City of Fort Worth (City) seeks proposals to finalize a non-exclusive agreement for residential plumbing 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 the City intends to award from this solicitation. The successful proposer(s) is known hereafter as “Contractor”/ “Vendor.”

2.0 PURPOSE

The City of Fort Worth (City) Water Department funds the programs. The purpose of the City’s Water Conservation Programs is to reduce water waste and loss to improve water conservation savings.

3.0 SCOPE OF SERVICES

3.1 The successful Vendor shall follow the requirements listed below.

3.1.1 Have a minimum of two (2) years of experience conducting services similar or related to the Scope of Services.

3.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone

3.1.3 Provide all labor (licensed master plumbers and journeymen), materials, parts, tools, and equipment necessary to perform plumbing services for qualified applicants, on an as-needed basis, as specified by the City.

3.1.3.1 Toilet and parts for SmartFlush toilet and showerheads must be furnished by the City's supplier and listed as no-charge items on plumber invoices.

3.1.3.2 Plumbers will include the installation cost for labor on the invoice.

3.2 Responsibilities

3.2.1 City staff will use these contracts for water conservation programs, including, but not limited to, SmartFlush CARE

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 2 of 18 RFP Title: Residential Plumbing Services and SmartRepair.

3.2.1.1 SmartRepair assists eligible low-income homeowners

with repairs of minor household plumbing leaks.

3.2.1.2 The SmartFlush program provides high-efficiency

toilet replacement for eligible City homeowners and commercial properties.

3.2.1.3 The SmartFlush CARE program also provides toilets

for elderly and low-income homeowners.

3.2.2 Conservation programs require Contractors to work in

residents' homes and may involve work at commercial and apartment locations.

3.2.3 The work performed under this Contract must be conducted in accordance with all applicable Federal, State, and Local Regulations and be performed in a professional and workmanlike manner.

3.2.4 Gas and wastewater line repairs are not part of this contract.

3.2.5 No sewer work will be part of this contract.

3.2.6 Eligible properties can participate in the program once in twelve months or twice over the lifetime of the property.

Assistance for a single Property is limited to once every 12 months and two lifetime visits. The maximum expenditure per Property is $3,000.00 without prior approval.

3.2.7 Emergency work, regardless of day or time, may be ordered by the City in writing.

3.2.8 Any services that have been omitted from this scope of

service that are clearly necessary or in conformance shall be considered a requirement, although not directly specified or called for in the scope of services.

3.2.9 Contractor must be able to store items at its warehouse

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 3 of 18 RFP Title: Residential Plumbing Services facility with City-designated personnel picking up items on an as-needed basis.

3.2.10 Contractor must be able to conduct water conservation

outreach activities, including but not limited to: attending and running tables for engagement at City of Fort Worth classes and other events, and offering giveaway promotional items designed to improve outdoor water use efficiency.

3.2.10.1 Contractor must respond to event requests and

tabling requests to the City of Fort Worth within 5 business days or the original request to confirm attendance

3.2.11 Contractor shall promptly notify City in writing if

Contractor observes that the estimate is at variance with the Plumbing Code, applicable laws, rules, ordinances, and/or regulations bearing on the conduct of the work.

3.2.11.1 If the Contract performs work which it knows or

reasonably should know is contrary to any governing laws or ordinances, then Contractor shall bear all costs and damages arising therefrom.

3.2.12 Contractor shall provide all tools required to complete the work, as well as the transportation of tools, materials, and personnel to job sites.

3.2.13 During all periods of contract performance, provide

competent supervision of Contractor's employees to assure complete and satisfactory fulfillment of the work and the terms of this contract.

3.2.13.1 Contractor shall provide adequate, trained, on-site

supervision of work.

3.2.13.2 The contractor or a capable, fully authorized

representative must be immediately available during all work activities to receive all special instructions from the authorized City employee.

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3.2.13.3 The City shall have the right to request that the

Contractor dismiss from the premises covered by this contract any employees of the Contractor whose conduct is improper, inappropriate, or offensive, and such employees shall not be reemployed on the subject premises by the Contractor without the written consent of the City.

3.2.14 Contractor shall be thoroughly familiar with all prevailing safety measures pertinent to its operations, which shall include, but not necessarily be limited to:

3.2.14.1 Environmental Protection Agency (EPA)

regulations, Fort Worth City Ordinances, and Occupational Safety and Health Agency (OSHA) regulations.

3.2.14.2 Contractor shall be wholly responsible for

instructing its employees in these safety measures and seeing that they are fully complied with in every respect

3.2.15 Contractor shall provide plumbing services in homes of residential water customers and may include repairs to in-house plumbing fixtures, water pipes, and main water lines.

3.2.16 Contractor shall provide workers with a form of identifying clothing and a name badge.

3.2.17 Contractor may provide services that may involve detection, location, and repair of leaks within concrete walls, frame walls, or floor slabs.

3.2.17.1 Contractor may replace material that was removed

and provide general maintenance and repair of the existing domestic water piping system

3.2.17.2 Contractor may replace material that was removed

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 5 of 18 RFP Title: Residential Plumbing Services and provide general maintenance and repair of the existing domestic water piping system

3.2.17.3 Contractor may be asked to perform plumbing

services not listed in the scope. The request will be submitted to the Contractor by the City in writing

3.2.18 Contractor shall provide and install fixtures and plumbing equipment to repair or replace existing plumbing-related items.

3.2.19 City shall provide a scope of work, identifying the specific job description and location.

3.2.20 Contractor shall provide the program manager with a

written itemized description of items and labor required to complete each job.

3.2.21 If the contractor encounters unforeseen conditions that affect the work and which could not initially be evaluated, the Contractor shall notify the City's authorized employee(s) immediately.

3.2.22 Contractor shall ensure that all work is in accordance with the latest edition of all applicable Local, State, and Federal Laws, Codes, and Regulations.

3.2.22.1 Contractor shall have the work inspected by the

proper officials upon

3.2.23 When the City requests regular service, the Contractor must contact City staff within one (1) business day to accept or reject a job offer.

3.2.24 At no time or place, use equipment in such a manner as to block traffic lanes or to create safety hazards.

3.2.24.1 Contractor shall provide appropriate warning devices when necessary and cooperate in the fullest in allowing through-passage of other vehicles and personnel, even to the point of interrupting their own work, if necessary.

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3.2.25 Contractor shall schedule all work with the owner or

occupant of the property if the occupant is also not the owner.

3.2.25.1 Contractor shall not enter into any side agreements

with Owner or any occupant for additional Work, changes to the Work, or materials over and above those specified in this Contract and the estimate.

3.2.25.2 Any eligible additional Work or changes to the

Work shall be performed only pursuant to change orders approved in writing by City and Owner.

3.2.25.3 Contractor shall not solicit Owner or occupant to

perform additional work on the housing unit for a minimum of (six) 6 months after the Work is complete.

3.2.25.4 Contractor shall protect Owner or occupant's

household goods and property from damage or loss during Work and maintain the same in as good condition as before Work started.

3.2.25.5 Contractor shall keep the identities and

participation status of Owners and occupants confidential.

3.2.25.6 The Contractor shall be wholly responsible for and

shall promptly correct or restore all defective work and damages to any job site caused by its activities.

3.2.26 The Contractor shall always keep the premises free from the accumulation of waste materials or rubbish

3.2.26.1 At the completion of the work, the Contractor

shall remove all waste and rubbish from and about the work area, as well as tools, equipment, and surplus materials, and shall leave the area as clean and as free of spots, stains, etc., as before the work was undertaken.

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3.2.26.2 Contractor shall be responsible for

disposing/hauling of all trash, demolition debris, unused material, etc., in accordance with all Local, State, and/or Federal guidelines.

3.2.27 Failure of the City to insist in any one or more instances upon performance of any of the terms and conditions of this contract shall not be construed as a waiver or relinquishment of the future performance of any terms and conditions, but the Contractor's obligation with respect to such performance shall continue in full force and effect.

3.2.27.1 The Contractor acknowledges the importance of

time in completion of the work called for under this agreement. The Contractor agrees that all work shall be performed regularly, diligently, and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified.

3.2.27.2 Assessment/inspection appointments should be

scheduled within one (1) week of accepting a job unless appropriate City staff are notified. Written estimates, when required, should be submitted for approval within three (3) days of said appointment.

3.2.27.3 Jobs should be completed and invoices received

within three (3) weeks of estimate approval by City staff. Inability to meet these time expectations must be pre-approved in writing by appropriate City staff.

3.2.27.4 Contractor acknowledges full understanding of the

extent and character of the work required and conditions surrounding the performance of each job.

3.2.27.5 The City will not be responsible for any alleged

misunderstanding of the work to be furnished or completed, or conditions surrounding the performance. It is understood that the Contractor's

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 8 of 18 RFP Title: Residential Plumbing Services cost estimate constitutes a stated commitment to fulfill all conditions of the bid.

3.3 Contractors Employees

3.3.1 Contractor's employees are required to always wear an

identification badge while performing work under this agreement.

3.3.1.1 A criminal background check must be performed with

no cost incurred by the city.

3.3.1.2 If requested, a complete list of the Contractor's

employees, including driver's license numbers and social security numbers, will be provided to the Water Department.

3.3.1.3 The same information shall be provided prior to the

assignment of any new employee to the work.

3.3.2 Under no circumstances shall any Contractor personnel having any criminal convictions or pending criminal hearings be assigned to the City contract.

3.3.2.1 If requested by the City, Contractor shall provide

copies of criminal background checks, whether on any employee, subcontractor, or employee of any subcontractor.

3.3.3 Under no circumstances shall Contractor assign employees to the work who are not legally authorized to work in the United States of America.

3.3.3.1 If requested, Contractor shall provide 1-9 forms and

supporting documentation for each employee assigned to the City Contract.

3.3.3.2 If requested, Contractor shall provide any "No-Match" letters from the Social Security Administration.

3.3.4 The use of any kind of intoxicants or illegal drugs by

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Contractor's employees while on duty shall constitute grounds for termination of this Contract for cause by City.

3.3.4.1 Contractor's employees shall not bring intoxicants or illegal drugs onto any property assigned for work.

3.3.4.2 Drug screening may be requested, and if requested, it shall be at the Contractor's expense to have such testing performed on its employees.

3.4 Warranty

3.4.1 Remedy at the Contractor's expense, any damage to real or personal property when that damage is the result of a defect of installation.

3.4.2 All parts provided or installed by the Contractor shall carry the standard warranty of the manufacturer, as well as the Contractor's general warranty of workmanship.

3.4.3 The City shall notify the Contractor within a 90 day period after the discovery of any failure, defect, or damage.

3.4.3.1 If the Contractor fails to remedy any failure, defect, or damage within a reasonable time after receiving notice, the City shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Contractor's expense.

3.4.4 The warranty with respect to labor on new installation, repairs, and replacement of products shall be one (1) year from the date of acceptance by an authorized City employee.

3.4.4.1 Previous payments in full or otherwise do not

constitute a waiver of this guarantee.

3.4.4.2 Failure by the Contractor to proceed promptly with

corrective actions, after notification from the City, may be cause for cancellation of this Contract with the amount(s) necessary to correct defective work and/or damage being withheld from payments due or

SCOPE OF SERVICES

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 10 of 18 RFP Title: Residential Plumbing Services to become due to the Contractor.

3.4.4.3 Restoration and correction shall be to the complete

satisfaction of the City. This shall apply to any part of a building/home, its appurtenances, the adjacent grounds, or any other tangible damage incurred in the performance of the Contract.

3.5 Schedule

3.5.1 Regular working hours are between 9:00 a.m. and 4:00 p.m., Monday through Friday, unless otherwise requested by the Water Department

3.5.2 After hours shall be from 5:31 pm to 7:29 am, Friday through Monday

3.5.3 No emergency services will be provided without prior written approval from the City staff.

3.5.3.1 There shall be no emergency rates, after-hours, or holiday appointments except with prior written approval of City staff.

3.5.4 The Vendor shall perform no work on any City-observed

holidays unless requested to do so in writing, which are:

3.5.4.1 New Year’s Day

3.5.4.2 Martin Luther King Jr. Day

3.5.4.3 Memorial Day

3.5.4.4 Juneteenth

3.5.4.5 July 4th

3.5.4.6 Labor Day

3.5.4.7 Thanksgiving Day and the following Friday

SCOPE OF SERVICES

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3.5.4.8 Christmas Day

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

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

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

5.1 Cost – up to 20 points available

5.2 Small Business Participation – up to 20 points available

5.2.1 The criteria will be evaluated using a tiered point structure based on the percentage of Small Business participation proposed by the bidder. Points will be awarded according to the following tiers:

5.2.2 20 points - SB participation greater than 30%

5.2.3 15 points - SB participation between 30% and 20%

5.2.4 10 points - SB participation between 19% and 10%

5.2.5 5 points - SB participation between 9% and 1%

5.3

5.4 Qualifications & Company Experience – up to 25 points available

5.5 Ability to meet City’s needs – up to 20 points available

5.6 Method of Approach – up to 15 points available

6.0 PRICING STRUCTURE

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

SCOPE OF SERVICES

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6.1.1 Description of the work to be performed.

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

6.1.3 Timeline including proposed start and finish dates.

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, 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.

6.4.1 The maximum expenditure per Property is $3,000.00

without prior approval.

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

SCOPE OF SERVICES

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 13 of 18 RFP Title: Residential Plumbing Services 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 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 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.

6.10 INVOICES

6.10.1 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

6.10.2 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.

6.10.3 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

SCOPE OF SERVICES

RFP Ref. #: 26-0211 Doc. Ref#: RFP-02 Page 14 of 18 RFP Title: Residential Plumbing Services processing.

6.10.4 INVOICE SUPPORTING DOCUMENTATION

6.10.4.1 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.

6.10.4.2 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.

6.10.4.3 Vendor must provide the City, at a minimum, with a Bill of Lading or Purchase Order as documentation of the freight charges.

6.10.5 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

SCOPE OF SERVICES

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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.

8.0 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.

8.1 Proposal Format Requirements

8.1.1 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.

8.1.2 All proposal sections shall be divided by submission

titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

8.2 Response forms

8.2.1 Completed and signed RFP-03

8.2.2 Completed and signed RFP-04.

8.2.3 Completed and signed RFP-05.

8.2.4 Completed and signed RFP-06.

SCOPE OF SERVICES

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8.2.5 Completed and signed RFP-07.

8.2.6 Completed and signed RFP-08.

8.2.7 Completed and signed RFP-079.

8.3 Technical Response

8.3.1 Submit proof of experience with the bid

8.3.2 List of Exceptions/Substitutions/Clarifications/Additions

8.3.2.1 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.

8.3.2.2 If no exceptions are taken, please include a single

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

8.3.2.3 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 stated

SCOPE OF SERVICES

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8.3.2.4 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.

8.3.2.5 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.

8.3.2.6 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.

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

8.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

8.3.2.9 The City shall consider the number

and substance

8.3.3 Pricing

of alterations to the City’s stated requirements as a factor in determining the most advantageous response.

8.3.3.1 Proposal pricing shall be assembled and presented

in accordance with the format and instructions

SCOPE OF SERVICES

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8.4 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:

8.4.1 a. Small Business Utilization form V1 (RFP-05), detailing how the Small Business goal will be achieved.

8.4.2 b. Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA).