CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 1 of 11

RFP Title: Irrigation and Grounds Maintenance – Services and Repairs

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide maintenance services and repairs for a variety of grounds maintenance and irrigation systems on an as-needed basis for the Park and Recreation and Aviation Departments.

To bid on grounds maintenance parts and materials without services, please see concurrent bid RFP 26-0251.

2.0 BACKGROUND

The Park and Recreation and Aviation Departments currently utilize multiple different agreements to provide services, preventative maintenance, and repairs for irrigation systems, ponds, aerators, fountains, and wet wells, and back flow preventors. For this

Request for Proposals, the City is working to move these services under one bid to improve administration and establish multiple contracts that can support the needs of the departments on these projects. The City is seeking to establish agreements with vendors who are timely, have technical expertise, have demonstrated reliability in service, and can provide competitive pricing.

The anticipated annual spend for this project is estimated at $800,000.00 across all categories and vendors.

3.0 SCOPE OF SERVICES

3.1 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive. Individual categories may have additional requirements; a proposer that fails to meet the qualifications for a section they are proposing for may be deemed non-responsive.

3.1.1 For each category the Proposer is bidding on, they must have a minimum of three (3) years providing the services a business.

3.2 PREFFERED QUALIFICATIONS

3.2.1 Preference will be given to vendors that are able to provide services in multiple categories.

3.2.2 Preference will be given to vendors who have experience supporting municipal governments, parks systems, golf courses, or large-scale grounds maintenance operations.

3.3 Awarded vendors are required to maintain all licenses, permits, and

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 2 of 11 certifications needed to perform the awarded services. Proof of licensure (or other) must be provided upon request.

3.4 The Proposer shall furnish all labor, materials, equipment, transportation, supervision, and incidentals necessary to provide services.

3.5 By bidding on a category, the Proposer confirm that they are capable of maintaining, diagnosing, troubleshooting, repairing, and replacing the systems being bid on.

3.6 SERVICE REQUIREMENTS

3.6.1 The Proposer shall maintain adequate staffing and resources to support both emergency and routine maintenance.

3.6.2 Within three (3) days of a service request being submitted, the Vendor shall provide a scheduled service date and estimated completion schedule.

3.6.3 For emergency services or repairs, the Vendor shall have a technician on-site within forty-eight (48) hours of request.

3.7 WRITTEN SERVICE REPORT

3.7.1 The service report will provide written summaries of inspections, testing, and work performed and contain a record of acceptance by the

Field Operations Supervisor or designee, irrespective of any performance or warranty issues that may arise with the equipment.

3.7.1.1 The designated supervisor or delegate will be determined at the time of the service request.

3.7.2 Reports must be submitted at the time of invoice to the Field

Operations Supervisor or designee; invoices will not be paid unless the City has received the corresponding report.

3.7.3 A complete checklist of all work, procedures, actions taken during the service call, evidenced by either individual check mark for each procedure or by attached reference to the specifications and manufacturers’ specifications.

3.7.4 Recorded values of all measurements taken.

3.7.5 Space for identifying information such as system type, location, address, date of service, or repair, etc.

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 3 of 11

3.7.6 Specific details and information about adjustments made, repairs performed, parts replaced, etc.

3.7.7 Space for technician recommendations for additional adjustments, repairs, or upgrades.

3.7.8 A standard written certification statement at the end certifying that the technician has performed all maintenance, services, and repairs as recommended or required by the manufacturer and that the unit has been serviced to perform properly.

3.8 The anticipated locations that will be serviced can be found in “Exhibit A –

Locations”; additional locations may be added throughout the term of the agreement.

3.9 Additional related services that are not listed here but are related and in the same general category may be added throughout the term of the agreement.

4.0 SPECIFICATIONS

4.1 MECHANICAL IRRIGATION – WET WELLS, PUMPS, AND MOTORS

4.1.1 All irrigation products, parts, and materials shall be commercial grade and comply with 30 TAC (Texas Administrative Code) Chapter 344.

4.1.2 Any technician performing repairs shall possess the appropriate certifications and licenses required by 30 TAC Chapter 344 and any needed for the equipment and systems being installed, repaired, and serviced.

4.1.3 Key requirements for irrigation systems include:

4.1.3.1 Mandatory backflow prevention

4.1.3.2 Rain shut-off devices

4.1.3.3 Site-specific plans

4.1.3.4 Water conservation measures

4.1.4 Preventative maintenance shall be performed annually at a minimum to ensure maximum reliability, operational efficacy, and asset life.

4.1.4.1 Maintenance shall include full diagnostic and inspection to confirm all systems are working as intended.

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 4 of 11

4.1.4.2 Preventative maintenance shall include all parts or

components that are routinely needed for preventive maintenance.

4.1.4.3 Additional maintenance or service may be requested

between annual appointments at the discretion of the

Department.

4.1.5 Wet well service is required at three locations each year; the Vendor shall be responsible for removing silt and sediment from the wet well, wet‑well intake, and intake screens. This work must be performed using a high‑powered trash pump or a suction truck. The wet well is a confined space, and all required confined‑space procedures must be followed.

4.1.5.1 High Powered Trash Pump Requirements:

4.1.5.1.1 Pump capable of handling solids ranging 1–3

inches in diameter

4.1.5.1.2 Minimum flow rate of approximately 300–500

gallons per minute (GPM)

4.1.5.1.3 Gas, diesel, or hydraulic powered

4.1.5.2 Suction Truck Requirements:

4.1.5.2.1 Truck-mounted vacuum system capable of

removing heavy sediment from confined spaces

4.1.5.2.2 Equipped with a high‑capacity debris tank

(standard capacities are usually 1,000 to 3,000 or more gallons)

4.1.5.2.3 Ability to safely operate in wet well environments

4.1.5.3 Annual preventative maintenance shall include, at

minimum:

4.1.5.3.1 Inspection of pump housing, wet well structure, motor housing, and fans. Inspection will check for debris, damage, or overheating.

4.1.5.3.2 Inspection of the controller cabinet, electrical

connections and components, voltage/amperage

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 5 of 11 draw, grounding, surge protection devices, contacts for pitting, and transformer functionality.

4.1.5.3.3 Verification that the controller, flow sensors, and master valves are communicating properly.

4.1.5.3.3.1 The Vendor shall ensure that any

firmware is up to date and shall test remote access capabilities.

4.1.5.3.4 Checking of pump packing, seal assembly, alignment of the motor and pump shaft;

relubricating bearings as needed.

4.1.5.3.5 Checking performance testing benchmarks;

measuring and recording pressure of the pump discharge pressure in pounds-per-square-inch

(PSI) and flow rates in GMP to verify compliance with the original design specifications.

4.1.5.3.6 Cleaning, testing, and calibration of flow sensors, soil moisture sensors, and rain sensors to ensure accurate, automated, and “smart” irrigation.

4.1.5.3.7 Inspecting wet wells for sediment buildup, structural integrity, pump intake obstructions, float switch operation, and water level control functionality.

4.1.5.4 The Vendor shall document, report, and schedule

completion for any repairs needed to address deficiencies identified during the preventative maintenance service, if applicable.

4.1.6 Emergency services and repairs shall be performed as needed upon request.

4.2 POND SERVICES

4.2.1 Pond services shall include maintenance and repairs for pond fountain and aeration systems. Equipment includes, but is not limited to, decorative aerating fountains, floating aerators, diffused air aeration systems, bottom diffusers, air compressors, blowers, diffuser

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 6 of 11 assemblies, pumps, spray nozzles, fountain lighting systems, flotation devices, anchors, electrical control panels, and related components necessary for the pond and lake aeration systems.

4.2.2 Ponds and lakes shall receive chemical application maintenance to ensure appropriate balances and levels.

4.2.2.1 Technicians applying chemicals must have a Texas

Department of Agriculture (TDA) license with the proper endorsements.

4.2.3 For fountain and aeration equipment rented from the Vendor, monthly maintenance shall be included in the cost of the rental.

4.2.3.1 Monthly maintenance shall be performed within seven (7) calendar days of Vendor notification by the City.

4.2.3.2 Maintenance shall follow all recommended practices

outlined by the manufacturer and shall ensure that the equipment is functioning as intended by the manufacturer.

4.3 WARRANTY

4.3.1 Workmanship on repairs must have a minimum warranty of ninety

(90) days from the date of service.

4.3.2 Workmanship on installations must have a minimum warranty of one

(1) year from the date of installation.

4.3.3 Any manufacturer warranty on parts, components, or systems shall be provided to the City.

4.4 QUOTE & INVOICE REQUIREMENTS

4.4.1 Supplier Name and Address

4.4.2 City ship to address

4.4.3 Complete City of Fort Worth PO number including the business unit

(e.g. FW080) and 10-digit PO number (FW080-##########)

4.4.4 Item description(s)

4.4.5 Unit pricing

4.4.5.1 Labor must be on a separate line item, if applicable

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 7 of 11

4.4.5.2 Parts must be on a separate line item, if applicable

4.4.5.3 Equipment fee must be on a separate line item, if applicable

4.4.5.4 Delivery cost must be on a separate line item, if applicable

4.4.6 Manufacturer Suggested Retail Price (MSRP) or discount percentage

4.4.6.1 If the Vendor’s system does not allow for MSRP and

discount, the discount percentage(s) may be added to the quote instead.

4.4.7 Estimated freight/fuel surcharge, if applicable

4.4.8 Toll fee estimate, if applicable

4.4.9 Any additional services

5.0 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.

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 Small Business Utilization Goal – up to 20 points available

6.1.1 Small Business (SB) Participation will be awarded points based on how closely it meets the 30% Small Business Utilization Goal outlined by the City Manager’s Office. evaluated as follows:

6.1.1.1 0% SB Participation = no points

6.1.1.2 1-29% SB Participation = determined by usage amount

6.1.1.2.1 For example, meeting “half” of the goal at 15%

utilization would receive ten points as that number is half of the points available.

6.1.1.3 30% or more (goal met) = full points

6.2 Technical Experience and Qualifications – up to 25 points available

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 8 of 11

6.3 Service Capabilities – up to 25 points available

6.4 References from Like Projects – up to 15 points available

6.5 Cost – up to 15 points available

7.0 PRICING STRUCTURE

7.1 All pricing will be submitted via Bid Table BT-39OZ; pricing will not be present in any other documents.

7.2 The City will not pay separate trip fees, truck fees, fuel surcharges or other added charges not listed on the Bid Table.

7.3 Labor rates submitted shall be per technician, per hour; the Vendor shall estimate the number of hours for service at the time of scheduling with the

City.

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.

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.

9.0 PROPOSAL FORMAT AND ATTACHMENTS

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 9 of 11

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 a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins 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.

9.1.3 Only the Bid Table (BT-39OZ) shall refer to pricing.

9.2 Response Forms

9.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05-CFW Required Forms

9.2.3 Completed and signed RFP-06-Small Business Utilization Form

9.2.4 Completed and signed RFP-07-Deviations

9.2.5 Completed and signed RFP-08-Discount Calculator

9.2.6 Signed Addendum(s)

9.2.7 Bid Table (BT-39OZ)

9.3 Technical Response

9.3.1 Equipment list:

9.3.1.1 Provide a complete list of owned and leased equipment available for this contract, specifically as it relates to Section

4.1.5.

9.3.2 Related projects and references:

9.3.2.1 Provide a record of at least three projects with a similar size and scope to this project.

9.3.2.2 Projects must be from the past ten (10) years;

9.3.2.3 Provide reference letters from two (2) or more current or

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 10 of 11 past clients, written on their company’s letterhead.

References should include what project your firm worked on and how recently the work was performed.

9.3.3 List of exceptions, substitution, clarifications, additions

9.3.3.1 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.

9.3.3.2 If no exceptions are taken, select “No

Deviations/Exceptions” in “RFP-07-Deviations”.

9.3.3.3 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.

9.3.3.4 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.

9.3.3.5 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.

9.3.3.6 For substitutions/clarifications, provide an explanation of

RFP Ref. #: 26-0250 Doc. Ref#: RFP-02 Page 11 of 11 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.

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

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

9.3.3.9 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.

9.4 Pricing

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

10.0 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:

10.1 Small Business Utilization Form V1 (RFP-06) detailing how the Small

Business goal will be achieved.

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