RFP-02-Scope of Services (13).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0295 Doc. Ref#: RFP-02 Page 1 of 15 RFP Title: Disaster Debris

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth is requesting proposals from qualified vendors to establish a non‑exclusive agreement for the provision of disaster debris equipment for the Transportation & Public Works Department. This procurement is funded through the Community Development Block Grant – Disaster Recovery.

The purpose of this agreement is to obtain reliable, heavy duty equipment capable of supporting winter-weather response operations. The disaster debris equipment will be used to de‑ice and maintain roads during hazardous winter conditions, ensuring safe travel for the public and supporting the City’s commitment to efficient and effective winter operations.

2.0 SPECIFICATIONS

2.1 Proposer shall have a minimum of 5 years of experience providing disaster debris equipment.

2.2 Brine Sprayer

2.2.1 Buyers Products Co/ 6191631 1750 Gallon Gas-Powered Anti- Ice System with a three-lane spray bar and flow meter or equivalent.

2.2.2 System Type – Gas-powered anti-ice application system with automatic application rate control.

2.2.3 Tank – White, 1750-gallon capacity

2.2.4 Spray System – One to three-lane spray bars, stainless steel

2.2.4.1 Sidewalk spray hose with spray gun

2.2.4.2 Flow rate: 183 gallons per minute

2.2.4.3 Automatic rate-control system

2.2.5 Frame – Leg-stand frame included

2.2.5.1 Carbon steel, black powder coat

2.2.6 Signage

2.2.6.1 Text: “Winter Operations – Stay Back”.

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2.2.6.2 Orange background with black lettering

2.2.7 Warranty

2.2.7.1 Brine sprayer units shall include a minimum

two‑year warranty covering all manufacturing defects, components, workmanship, and system performance.

2.2.7.2 Warranty includes full repair or replacement of

defective parts and labor.

2.2.7.3 Coverage includes the tank, spray bars, hose and

spray gun, rate‑control system, frame assembly, pump components, and all gas‑powered system components.

2.2.7.4 Vendor must provide official warranty

documentation and authorized service procedures.

2.2.8 Proposer shall provide operator and maintenance training for designated City of Fort Worth staff.

2.2.9 Delivery – Equipment shall be delivered within 3 months of approval to the following location:

2.2.9.1 4100 Colombus Trail, Fort Worth, TX 76133

2.2.9.2 309 Hillshire Drive, Fort Worth, TX 76052

2.3 Pugmill

2.3.1 Pugmill must be capable of efficiently blending sand‑and‑salt mixtures for roadway maintenance operations.

2.3.2 Power and Capacity

2.3.2.1 Electrical: 480V / 60Hz / 3-phase

2.3.2.2 Nominal plant capacity: 100 TPH

2.3.2.3 Total power: 48.8 kW / 65.5 HP

2.3.3 Frame

2.3.3.1 12” x 5 1/4” steel I-beam frame

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2.3.3.2 Integrated lifting and fastening eyelets

2.3.4 Aggregate Bin

2.3.4.1 Quantity: 2 identical aggregate bins

2.3.4.2 Capacity per bin: 7.8 cubic yards

2.3.4.3 Adjustable material-flow gate

2.3.4.4 Triple-ply vulcanized 18” conveyor belt

2.3.4.5 5 HP motor-reducer with anti-corrosion protection

2.3.4.6 Frequency inverter for material-flow control

2.3.4.7 Bin construction: ¼” carbon steel

2.3.4.8 Triple-rib reinforced

2.3.4.9 Trapezoid interior opening

2.3.4.10 Conveyor belt safety guards

2.3.5 Collecting Conveyor

2.3.5.1 Width: 24”

2.3.5.2 Triple-ply vulcanized conveyor belt

2.3.5.3 Powered by 7.5 HP motor with anti-corrosion

protection

2.3.5.4 Frequency inverter

2.3.5.5 Self-adjusting belt scraper

2.3.5.6 Safety guards along conveyor belt

2.3.6 Monitoring and Controls

2.3.6.1 Danfoss DM430E Plus+1 monitoring and control

system

2.3.6.2 National Electrical Manufacturers Association

(NEMA)-certified electrical enclosure

2.3.6.3 Digital monitoring of system parameters

2.3.6.4 Component-specific controls

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2.3.6.5 NEMA IP65 driver enclosure

2.3.6.6 Heavy-duty wiring

2.3.6.7 Electrical shut-off switch

2.3.7 Paint

2.3.7.1 Anti-corrosion epoxy primer

2.3.7.2 Automotive-grade polyurethane topcoat

2.3.7.3 Color: Pavement Group Yellow

2.3.8 Safety Features

2.3.8.1 Five (5) emergency stop stations

2.3.8.2 Safety guards throughout conveyor system

2.3.8.3 Mixing chamber cover limit switch

2.3.8.4 Safety decals

2.3.8.5 Safety railing along Pugmill catwalk

2.3.9 Pugmill Chamber (40 HP System)

2.3.9.1 Nominal production capacity: 160 TPH

2.3.9.2 Dimensions: 7’ L x 2’10” W x 2’10” H

2.3.9.3 Chamber materials: A-36, ¼” steel

2.3.9.4 Twin 5/16” steel shafts

2.3.9.5 21 reversible 1” steel-chrome paddle per shaft

2.3.9.6 Abrasion-resistant Hardox 500, 1/4” replacement

bottom liner plates

2.3.9.7 40 HP electric motor

2.3.9.8 Dodge reducer

2.3.9.9 Dual piping circuits for asphalt and water

2.3.10 Trailer System

2.3.10.1 Department of Transportation compliant

2.3.10.2 Single-axle trailer

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2.3.10.3 Air brakes

2.3.10.4 Steel rims

2.3.10.5 Tires: 11” x 22.5”

2.3.10.6 Four trailer jacks

2.3.10.7 National Highway Traffic Safety Administration-

approved trailer lights, reflectors, connectors

2.3.10.8 Meets standard transport dimensions

2.3.11 Water Pumping System

2.3.11.1 130 GPM centrifugal water pump

2.3.11.2 3 HP electric system

2.3.11.3 Anti-corrosion protection

2.3.11.4 Frequency inverter

2.3.11.5 Electromagnetic flow meter

2.3.12 Asphalt Pump System

2.3.12.1 60 GPM Viking gear pump

2.3.12.2 Powered by 5 HP electric system

2.3.12.3 Frequency inverter

2.3.12.4 Full asphalt-system flushing capability

2.3.13 Weigh Bridge System

2.3.13.1 Rice Lake load cell

2.3.13.2 920i integrator

2.3.13.3 Belt encoder for speed-feedback control

2.3.14 Proposer shall provide operator and maintenance training for designated City of Fort Worth staff

2.3.15 Delivery - Equipment shall be delivered within 3 months of approval to the following location:

2.3.15.1 2204 Brennan Ave., Fort Worth TX 76106

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2.3.16 Warranty

2.3.16.1 Pugmill shall include a minimum two‑year

warranty covering all manufacturing defects, components, workmanship, and system performance.

2.3.16.2 Warranty includes full repair or replacement of

defective parts and labor.

2.3.16.3 Vendor must provide official warranty

documentation and authorized service procedures.

2.4 Awning for Brine making facility

2.4.1 Fabric

2.4.1.1 Woven high-density polyethylene (HDPE) clear

scrim

2.4.1.2 Low-density polyethylene (LDPE) coating, 4 mil

each side

2.4.1.3 Weight: 12oz/yd2

2.4.1.4 Thickness: 23 mil (0.59 mm)

2.4.1.5 Colors: clear, white, blue, green, red, beige, custom

2.4.2 Performance Properties

2.4.2.1 Grab tensile: Warp 445 lb, Weft 385 lb

2.4.2.2 Strip tensile: Warp 280 lb/in, Weft 240 lb/in

2.4.2.3 Tongue tear: Warp 115 lb, Weft 110 lb

2.4.2.4 Trapezoidal tear: Warp 95 lb, Weft 90 lb

2.4.2.5 Mullen burst: 680 psi

2.4.2.6 Hydrostatic resistance: 273 psi

2.4.2.7 UV resistance: 100% strength retention after 2000

hours

2.4.2.8 Weathering: >90% retained strength after 5 years

(Florida standard)

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2.4.2.9 Low‑temperature bend: −60°C

2.4.3 Roll Specification

2.4.3.1 Core diameter: 4" or 5"

2.4.3.2 Width: up to 144"

2.4.3.3 Length: 250–1000 yards

2.4.4 Proposer shall furnish and construct the awning at the specified location.

2.4.5 Proposer shall provide background, services provided, and number of years in business.

2.4.6 Proposer shall provide evidence that they are duly qualified and capable of fulfilling all requirements listed herein.

2.4.7 Proposer shall show proof that they maintain sufficient resources to fulfill normal City of Fort Worth requirements.

2.4.8 Proposer shall provide references for a minimum of three (3) current customers of comparable size.

2.4.8.1 Each referenced customer must have received the

subject awning materials on a continuing basis over a recent twelve‑month period.

2.4.9 Locations – Awnings will be constructed at the following locations.

2.4.9.1 4100 Colombus Trail, Fort Worth, TX 76133

2.4.10 Warranty

2.4.10.1 Awning shall include a minimum two‑year

warranty covering all manufacturing defects, components, workmanship, and system performance.

2.4.10.2 Warranty includes full repair or replacement of

defective parts and labor.

2.4.10.3 Vendor must provide official warranty

documentation and authorized service procedures.

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2.5 Dry Storage Bin

2.5.1 Solid precast concrete construction

2.5.2 Integral interlocking system

2.5.3 Designed for stable dry stacking without mortar

2.5.4 Sizes

2.5.4.1 6ft x 2ft x 2ft concrete bin blocks

2.5.4.2 3ft x 2ft x 2ft concrete bin blocks

2.5.5 Delivery - Equipment shall be delivered within 3 months of approval to the following location:

2.5.5.1 309 Hillshire Drive, Fort Worth, TX 76052

2.5.6 The city reserves the right to pick up blocks directly

from vendor’s plant, yard, warehouse or other approved location.

2.5.7 Warranty

2.5.7.1 Dry storage bins shall include a minimum two‑year

warranty covering all manufacturing defects, components, workmanship, and system performance.

2.5.7.2 Warranty includes full repair or replacement of

defective parts and labor.

2.5.7.3 Vendor must provide official warranty

documentation and authorized service procedures.

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3.0 FEDERAL COMPLIANCE REQUIREMENTS

The services under this solicitation are funded through the Community Development Block Grant – Disaster Recovery (CDBG-DR) program. As a condition of receiving these funds, all contractors and subcontractors must comply with the following federal requirements and those attached in Exhibit D – Federal Requirements for Community Development Block Grant – Disaster Recovery Funds. Any Proposer that takes exception to or fails to agree to these federal requirements will be deemed non-responsive and will not be considered for award.

This project is subject to Section 3 of the HUD Act of 1968 (as amended, 12 U.S.C. 1701u; 24 CFR Part 75). Contractors must make good-faith efforts to direct employment, training, and contracting opportunities, to the greatest extent feasible, to low- and very low-income persons and to businesses that provide economic opportunities to such persons. Noncompliance with Section 3 may result in sanctions, termination for default, or suspension from future HUD-assisted contracts.

All construction, rehabilitation, or repair work exceeding $2,000 shall comply with the Davis-Bacon Act and Copeland “Anti-Kickback” Act. Contractors must pay prevailing wages as determined by the U.S. Department of Labor and post the applicable wage determination at each work site. Certified payrolls may be requested by the City for verification. The decision to award a contract is conditioned upon the contractor’s acceptance of the applicable wage determination.

Contractors must comply with Executive Order 11246 and implementing regulations under 41 CFR Part 60, ensuring equal employment opportunity without regard to race, color, religion, sex (including sexual orientation and gender identity), or national origin. Contractors shall take affirmative action to promote fair employment practice.

Work performed under this contract must comply with the National Environmental Policy Act (NEPA), the Texas Environmental Lead Reduction Rules (TELRR), and HUD’s Lead-Based Paint Poisoning Prevention regulations (24 CFR Part 35). Contractors are responsible for ensuring all materials, methods, and subcontractors comply with applicable environmental

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Contracts and subcontracts exceeding $150,000 are subject to the Clean Air Act (42 U.S.C. 7401–7671q) and the Federal Water Pollution Control Act (33 U.S.C. 1251–1387). Contractors must comply with all applicable standards and report any violations to the City and HUD, which will notify the EPA as required.

Proposers applying for awards exceeding $100,000 must submit a certification that no federally appropriated funds have been used for lobbying activities related to this contract. Any lobbying with non-Federal funds must be disclosed as required under 31 U.S.C. 1352.

The City, HUD, and the U.S. Comptroller General shall have access to all books, documents, and records related to performance under this contract for audit or examination for a period of five (5) years following termination or expiration. All data and deliverables produced under this contract shall become the property of the City and may be disclosed to third parties under the Texas Public Information Act.

Contractors must comply with the Drug-Free Workplace Act (41 U.S.C. 701 et seq.), the Americans with Disabilities Act (42 U.S.C. 12101 et seq.), and all applicable civil rights statutes, including the Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973.

5.0 SAM REGISTRATION

Due to the use of federal grant funding, all proposers are required to be actively registered with the System for Award Management (SAM) at https://sam.gov prior to award. Proof of active registration must be included with the proposal submission. Failure to be registered or provide verification may result in disqualification. Proposers that are suspended, debarred, or otherwise excluded from participation in Federal programs are not eligible for award under this solicitation.

6.0 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.

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7.0 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.

7.1 Cost – up to 15 points available

7.2 Qualifications and Experience – up to 25 points available

7.3 Delivery Capabilities and Order Fulfilment – up to 25 points available

7.4 Build Quality and Durability – up to 20 points available

7.5 Ease of Operation – up to 15 points available

SMALL BUSINESS PROGRAM – This solicitation does not include a Small Business participation goal. While no specific goal has been established for this project, Bidders are strongly encouraged to make good faith efforts to utilize certified Small Business Firms whenever possible.

8.0 BRAND NAME OR EQUAL

8.1 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.

8.2 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.

8.3 The Senior Purchasing Manager or designee will evaluate “equal”

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8.4 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.

8.5 The City shall have the sole right to determine equal products.

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

RFP Ref. #: 26-0295 Doc. Ref#: RFP-02 Page 13 of 15 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 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.

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 reference.

10.2 Response forms

10.2.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-Forms.

10.2.3 Completed RFP-06-Deviations

10.2.4 Completed RFP-07-Reference Sheet

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

10.2.6 Completed Bid Table (BT-79QR)

10.3 Technical Response

10.3.1 Item Manufacturer Specifications and/or Documentation to Determine Equivalency

10.3.2 SAM Registration

10.3.3 List of Exceptions/Substitutions/Clarifications/Additions

10.3.3.1 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.

10.3.3.2 If no exceptions are taken, please include a single

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

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10.3.3.3 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.

10.3.3.4 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.

10.3.3.5 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.

10.3.3.6 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.

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

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10.3.3.8 Begin responses to the major sections of the

solicitation on a new page.

10.3.3.9 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.