RFP-02-Scope of Services (11).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0247 Doc. Ref#: RFP-02 Page 1 of 10

RFP Title: Moving Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide moving services on an as-needed basis for the multiple City Departments.

2.0 BACKGROUND

The City is looking to award one or more agreements to provide moving, relocation, and related services for various City facilities. Services include, but are not limited to, the packing, loading, transportation, unloading, and placement of office furniture, equipment, records, and other City-owned property. Additional services may include disassembly and reassembly of furniture and workstations, installation of modular office systems, internal office moves, surplus property relocation, storage services, and other related moving and logistics support as required. These services will be performed across City-owned facilities on an as-needed basis as determined by each department.

3.0 SCOPE OF SERVICES

3.1 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive.

3.1.1 Proposer must have a minimum of five (5) years providing commercial moving services as a business.

3.1.2 Proposer must be able to provide all services and products listed;

partial bids will not be accepted.

3.2 SERVICE REQUIREMENTS

3.2.1 The Vendor will respond to service requests within two (2) business days and provide requested quotes within five (5) business days.

3.2.1.1 Vendor will meet with the City appointed designee prior to each scheduled job to determine the proper size of crew, equipment, and material(s) needed for the requested move.

3.2.1.2 Vendor must provide the City’s designee with a quote or proposal for the move, and the City will provide a purchase order to confirm the move.

3.2.1.2.1 No moves are allowed without a purchase order.

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3.2.2 For expedited services, the Vendor shall respond within two (2) hours and be onsite within four (4) hours.

3.2.3 Vendor will perform service requests during regular business hours, which for the purposes of this bid are defined at Monday through

Friday, from 8:00AM to 5:00PM. Work will be scheduled during this period based on what is in the best interest of the City.

3.2.3.1 Any City adjustments to the scheduled time will be

communicated in writing to the Vendor at least one (1) business day prior to when work is scheduled to begin.

3.2.3.2 The Vendor will inform the City’s designee of any changes in scheduling or conflicts at least one (1) business day prior to when work is scheduled to begin.

3.2.4 If the Vendor is unable to provide the requested services during the regular designated hours, the Vendor will obtain written approval from the City designee to perform the services during non-regular hours Monday through Friday (from 5:01PM – 7:59AM), Saturday, Sunday, and City holidays. Work performed outside of regular hours which are covered under this provision will be billed at the after-hours labor rate.

3.2.4.1 Any after-hours work must be approved by the City in

writing prior to being worked. If after-hours times are worked without written approval, they will be billed at the regular business hours rate.

3.2.5 Billable hours shall begin at the time the Supervisor checks in with

City’s designee at the job site and shall end when the Vendor leaves the job site.

4.0 SPECIFICATIONS

4.1 GENERAL SPECIFICATIONS

4.1.1 The Vendor must own, or have access to, appropriately sized vehicles required to perform the services under this contract.

4.1.2 The Vendor shall provide all labor, supervision, equipment, vehicles, tools, materials, and incidentals necessary to perform moving and

RFP Ref. #: 26-0247 Doc. Ref#: RFP-02 Page 3 of 10 relocation services for City facilities and operations.

4.1.3 The Vendor will conduct moves within the same building location or from one building location to another. Services may be required within Tarrant County and the surrounding North Texas region, including all counties adjacent to the Tarrant Couty, such as Parker, Wise, Denton, Dallas, Ellis, Johnson, and Hood Counties.

4.1.4 The Vendor will perform moving services that shall include, but are not limited to:

4.1.4.1 Disassembly, relocation, and re-assembly of modular

furniture

4.1.4.2 Moving packed boxes and crates

4.1.4.3 Packing up and moving items such as:

4.1.4.3.1 Desks, chairs, bookshelves, file, and/or storage

cabinets

4.1.4.3.2 Sofas, tables, picture frames

4.1.4.3.3 Audio/Visual equipment

4.1.4.3.4 Desktop printers, CPU’s, screens, mice, keyboards, scanners, and phones

4.1.4.3.5 Break-room appliances such as refrigerators, microwaves, coffee pots, water coolers, etc.

4.1.4.3.6 Safes

4.1.4.3.7 Other items that are routinely found in an office

environment

4.1.5 The Vendor will NOT be required to disconnect or reconnect any automated equipment, such as computers and printers.

4.1.6 The Vendor will leave work areas in a condition similar to or better than the condition of the area before any work was performed; all moving and packing-related trash from the jobsite must be removed at the end of each day.

4.1.6.1 City owned or leased dumpsters shall not be used by the

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Vendor to dispose of these packing materials.

4.1.7 The City’s designee for the service order will review and inspect the condition of the location prior to a move and immediately after a move. These reviews will be notated and signed by both representatives.

4.1.7.1 The Vendor will be responsible for any new damage found during the review of a completed move. Complete and final acceptance will be made in writing.

4.1.8 The Vendor will provide a Full Value Protection Insurance policy for each move, if requested by the City prior to the move.

4.1.8.1 City may choose to accept or deny Full Value Protection.

4.1.8.2 Full Value Protection will be zero (0) dollar deductible per

$1,000.00.

4.1.8.3 If Full Value Protection is denied prior to a move, minimal

State licensing requirements of $.60 per pound will apply.

4.1.9 At no time will loaded vertical filing cabinets be moved on a mover’s back.

4.1.10 The Vendor shall comply with all applicable Federal, state, and local laws, regulations, and safety requirements. The Vendor shall obtain and maintain any licenses, permits, or certifications necessary to perform the services described in the contract.

4.2 STAFFING

4.2.1 All employees must be dressed in a clean and neat uniform which clearly identifies the moving company.

4.2.2 Supervisors are defined as a person in-charge of moving crew. They will work directly with the City appointed designee

4.2.2.1 Supervisors should be experienced in commercial moving services and designated to lead a move and/or assign tasks to other moving staff members.

4.2.2.2 Supervisors are required to speak, read and write English.

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4.2.3 Drivers are defined as staff designated to drive the moving vehicle(s).

4.2.3.1 Drivers must hold a current and active driver's license sufficient for the classification of vehicle being used.

4.2.4 Installers are defined as one who disassembles, relocates, and re-assembles modular furniture.

4.2.5 Packers are defined as staff designated to pack and unpack furniture, boxes, and/or equipment from one site to another.

4.2.6 Movers are defined as staff designated to move furniture, boxes, and/or equipment from one site to another.

4.2.7 Crews are defined as any combination of a supervisor, driver, packer and mover.

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 half of the available points.

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

6.2 Technical Approach to Perform Services – up to 20 points available

6.3 Personnel, Equipment, and Resources – up to 20 points available

6.4 Relevant Experience and Qualifications – up to 20 points available

6.5 Cost – up to 20 points available

7.0 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:

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

Business goal will be achieved.

7.2 Current Small Business Certification issued by a certifying entity approved by the City Manager. For a complete list of approved certifications, please visit https://www.fortworthtexas.gov/departments/econdev/sbdp.

8.0 PRICING STRUCTURE

8.1 All pricing will be submitted via Bid Table BT-26JP; pricing will not be present in any other documents.

8.2 Unit prices shall include all associated costs, including complete removal of all associated debris from the site, Project Managers, and non-disposable equipment for performing services (e.g. tractors, vans, trucks, bobtails, trailers).

8.3 Bidders will bid on all line items. A bid of “0” (zero) will be interpreted by the City as a no-charge (free) item and the City will not be expected to pay for that item.

8.4 Additional charges not listed on the bid table will not be accepted or paid by the City.

https://www.fortworthtexas.gov/departments/econdev/sbdp

RFP Ref. #: 26-0247 Doc. Ref#: RFP-02 Page 7 of 10

9.0 CONTRACT AWARD PROCESS

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

9.2 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.

9.3 The Evaluation Committee will evaluate responses and may select

Proposer for onsite interviews, presentations or demonstrations.

9.4 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.

9.5 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.

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

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

10.0 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.

10.1 Proposal Format Requirements

10.1.1 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.

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

RFP Ref. #: 26-0247 Doc. Ref#: RFP-02 Page 8 of 10 reference.

10.1.3 Only the Bid Table (BT-26JP) shall refer to pricing.

10.2 Response Forms

10.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-CFW Required Forms

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

10.2.4 Completed and signed RFP-07-Deviations

10.2.5 Signed Addendum(s)

10.2.6 Bid Table (BT-26JP)

10.3 Technical Response

10.3.1 Small Business Participation – Submit a current Small Business

Certification issued by a certifying agency listed under section b of

Small Business Program.

10.3.2 Personnel, Equipment, and Resources – provide a summary that includes but is not limited to: the number of regularly-available staff, how staffing for a project is determined, experience of supervisory staff, how shortages in staff are addressed.

10.3.3 Qualifications and Experience – provide a statement of qualifications on company letterhead that includes but is not limited to: length of time in business, geographical area of operations, professional affiliations, experience with similar scopes and volume of work, experience with municipalities.

10.3.4 Method of Approach – provide information that attests to the quality of work and capability of firm including but not limited to: types of work performed, examples of past projects, quality control practices, site preparation, quality control.

10.3.5 List of exceptions, substitution, clarifications, additions

10.3.5.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s

RFP Ref. #: 26-0247 Doc. Ref#: RFP-02 Page 9 of 10 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.

10.3.5.2 If no exceptions are taken, select “No

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

10.3.5.3 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.

10.3.5.4 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.

10.3.5.5 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.

10.3.5.6 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

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City.

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

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

10.3.5.9 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.

10.4 Pricing

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