9-RFP-02-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFP Ref. #: 26-0224 Doc. Ref#: RFP-02 Page 1 of 10 RFP Title: Paint and Paint Supplies

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth is seeking proposals from qualified vendors to finalize a non-exclusive agreement for the furnish and delivery of paint, coatings, traffic materials, primers, solvents, applicators, equipment and related sundry items on an “as-needed” basis for City departments. 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.

2.0 SPECIFICATION

2.1 Vendor shall furnish all labor, materials, equipment, supervision, transportation, and incidentals necessary to provide paint, equipment, and sundry products.

2.2 Products shall be new, unused, and of current manufacture.

2.3 Vendor shall have a minimum of 5 years in business selling paint, equipment, and sundries or will be deemed non-responsive.

2.4 The awarded vendor shall provide a full line of paint and sundry products including but not limited to:

2.5 Paint and Sundry Products

2.5.1 Interior and exterior latex flat, eggshell, satin, semi-gloss, and gloss

2.5.1.1 Paint interior latex and exterior latex standards shall meet or exceed PPG Speedhide Series.

2.5.2 Industrial alkyd and oil-based enamels

2.5.2.1 Industrial alkyd standards shall meet or exceed PPG

Industrial Alkyd 4308 Series.

2.5.3 Direct-to-metal (DTM) coatings

2.5.4 Dry Erase Paint

2.5.5 Elastomeric wall coatings

2.5.6 Primers and sealers

2.5.6.1 Primers shall be commercial grade.

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2.5.7 Specialty coatings for bleachers, benches, tables, doors, trim, and masonry

2.6 Paints specified as “Mixed to Match” or “Color Match” must match existing colors used in City facilities. Bidder(s) may be contacted in order to match sample colors provided by the City.

2.7 Traffic and Field Marking Paint

2.7.1 Solventborne and Low-Volatile Organic Compound (VOC)

traffic/curb marking paint

2.7.2 Athletic field marking paint

2.7.3 Tennis court and recreational coatings

2.7.4 Striping aerosols

2.8 Primers, Sealers, and Surface Preparation

2.8.1 Primer’s latex acrylic, oil-based, multi-purpose, and stain-blocking primers

2.8.2 Joint and patching compounds, spackling, body fillers, and surface sealers

2.9 Solvents, Thinners, and Cleaners

2.9.1 Paint thinner, lacquer thinner, methyl ethyl ketone (MEK), acetone, xylene

2.9.2 Cleaning solvents, Toluene, Naphtha, and Varnish Markers’ and Painters’ (VM&P) solvents

2.9.3 Mineral spirits, denatured alcohol, and glycol ethers

2.10 Caulks, Sealants, and Adhesives

2.10.1 Acrylic latex caulk

2.10.2 Siliconized acrylic caulk and 100% silicon sealant

2.11 Paint Sundries and Accessories

2.11.1 Brushes, rollers, and roller covers

2.11.2 Frames trays, grids, and buckets

2.11.3 Masking tape, masking paper, stencils, drop cloths and plastic

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2.11.4 Putty knives and scrapers, mixing paddles, extension poles

2.11.5 Sandpaper and sanding sponges

2.11.6 Paint strainers and rags

2.11.7 Respirators, gloves, suits, and personal protective equipment

(PPE)

2.12 Spray Equipment and Accessories

2.12.1 Airless paint sprayers

2.12.2 Pavement and/or field striping equipment

2.12.3 Guns, spray tips, filters, and sprayer accessories

2.12.4 Hoses, extensions, and accessories

2.12.5 Striping machine replacement parts, repair kits for guns, machines, etc.

2.13 Safety Data Sheets (SDS)/Hazard Communication

2.13.1 Vendor shall provide current Safety Data Sheets for all applicable products supplied under this contract.

2.13.2 SDS documents shall be provided electronically via email at the time of first order, product substitution, or SDS revision; and/or In hard copy with the delivered product shipment.

2.13.3 SDS documentation shall comply with the Texas Hazard

Communication Act, Title 6, Subchapter D, Chapter 502, Texas Health and Safety ode Annotated, and all applicable federal hazard communication requirements, including OSHA Standard 29 CFR 1910.1200 (Right-to-Know Law).

2.13.4 Vendor shall ensure SDS are current and product specific.

2.13.5 SDS shall be available upon request at any time during the contract term.

2.13.6 All hazardous materials are properly labeled in accordance with applicable law.

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2.13.7 Updated SDS are furnished whenever formulation or regulatory information changes.

2.13.8 Failure to provide required SDS documentation may result in rejection of product delivery.

2.14 Restocking Fee

2.14.1 No restocking fee shall be permitted under this contract. The

City shall not pay restocking fees for returned, canceled, damaged, incorrect, defective, or rejected items.

2.14.2 Any return authorized by the City shall be accepted by the Vendor without penalty, provided the product is returned in resalable condition when applicable.

2.15 Warranty

2.15.1 Vendor will provide all products with full manufacturer’s warranty applicable to each item.

2.15.2 Vendor will warrant that all products furnished under this contract are new, free from defects in material and workmanship and fit for their intended purpose.

2.15.3 Any product determined by the City to be defective shall be replaced at no cost to the City, including delivery.

3.0 DELIVERY

3.1 The City reserves the right for the departments to pick up items directly from the vendor’s retail locations(s), facility or warehouse.

3.2 Freight shall not be bundled into unit price. Bid table includes line item for freight charge. This section supersedes section 15.8 iv. Prices of RFP-01-Instruction to Proposers.

3.2.1 The Vendor may not charge freight on goods picked up.

3.3 Vendor shall coordinate delivery dates, times, and locations with the

City’s designated representative.

3.3.1 The City shall not provide labor or equipment for unloading unless specifically agreed in writing.

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3.4 Deliveries take place between 8:00 A.M. and 5:00 P.M. Monday through Friday except on City recognized holidays.

3.4.1 City Holidays are as follows:

3.4.1.1 New Year’s Day

3.4.1.2 Martin Luther King Day

3.4.1.3 Memorial Day

3.4.1.4 Juneteenth

3.4.1.5 July Fourth

3.4.1.6 Labor Day

3.4.1.7 Thanksgiving Day and the Friday following

3.4.1.8 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 not be considered for award.

5.0 AGREEMENT TERM - The initial term of the agreement shall be one (1) year. Upon expiration of the initial term, the agreement shall renew under the same terms and conditions for up to five (5) one-year renewal periods, unless City or Supplier provides the other party with notice of non-renewal at least 90 days before the expiration of the initial term or renewal periods. This section supersedes section 24.0 of RFP-01-Instructions to Proposers.

6.0 EVALUATION FACTORS

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

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

6.1 Cost – up to 15 points available

6.2 Small Business Participation – up to 25 points

6.3 Vendor Experience – up to 25 points

RFP Ref. #: 26-0224 Doc. Ref#: RFP-02 Page 6 of 10 RFP Title: Paint and Paint Supplies

6.4 Delivery Capability and Order fulfillment – up to 20 points

6.5 Business Location – up to 15 points

Business Location will be evaluated as below:

Within Fort Worth City Limits = 15 points Outside of City limits 0-15 miles = 10 points Outside of City limits 16-25 miles = 5 points Outside of City limits greater than 25 miles = 0 points

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), Women’s Business Council-Southwest (WBCS), Dallas-Fort Worth Business Council (formerly DFW/MSDC), Texas Historically Underutilized Business (HUB) Program, Texas Unified Certification Program (TUCP) DBE/ ACDBE and TxDOT SBE Directory.

Small Business Participation will be evaluated as below:

0% SB Participation = 0 points 1-10% SB Participation = 10 points 11-20% SB Participation = 15 points 21-29% SB Participation = 20 points 30% or more (goal met) = 25 points

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7.0 BRAND NAME OR EQUAL

7.1 Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated.

Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s). If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

7.2 Bidders shall submit proposal, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall explain the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

7.3 The Senior Purchasing Manager 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 Senior Purchasing Manager. The Senior Purchasing Manager or designee is not responsible for locating or obtaining any information not identified in the offer.

7.4 Unless the bidder clearly indicates in its bid that the product being offered is an “equal” product, the bidder shall provide the brand name product referenced in the bid.

7.5 The City shall have the sole right to determine equal products

8.0 CONTRACT AWARD PROCESS

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

8.2 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.

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

8.4 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.

8.5 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.

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

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

8.8 Following the award, additional services of the same general category that could have been encompassed in the award of the contract, and that are not already on the contract, may be added based on the discount price sheet provided with the Proposal so long as such inclusion does not violate state or local law.

9.0 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.

9.1 Proposal Format Requirements

9.1.1 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.

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

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9.2 Response forms

9.2.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05-Forms.

9.2.3 Completed and signed RFP-06-Small Business Utilization form and Small Business Certificate, if applicable.

9.2.4 Completed RFP-07-Deviations

9.2.5 Completed RFP-08-Reference Sheet

9.2.6 Completed RFP-09-Discount Calculator

9.2.7 All Signed Addendum(s) acknowledging receipt. Note: If no addendum is issued, please attach a page stating “No Addendum Issued”

9.2.8 Completed Bid Table RFP 26-0224 Paint and Paint Supplies

(BT-09HW)

9.3 Technical Response

9.3.2 List of Exceptions/Substitutions/Clarifications/Additions

9.3.2.1 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.

9.3.2.2 If no exceptions are taken, please include a single

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

9.3.2.3 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

RFP Ref. #: 26-0224 Doc. Ref#: RFP-02 Page 10 of 10 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.

9.3.2.4 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.

9.3.2.5 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.

9.3.2.6 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.

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

9.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

9.3.2.9 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.

9.3.3 Pricing

9.3.3.1 Proposal pricing shall be assembled and presented

in accordance with the format and instructions of this solicitation.