RFP-02-Scope of Services (3).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0258 Doc. Ref#: RFP-02 Page 1 of 9 RFP Title: Kennel Doors

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting proposals from qualified firms for the one-time purchase, delivery, and installation of kennel doors at the Chuck and Silcox Animal Care and Adoption Center. The intent of this solicitation is to procure durable, safe, and standardized equipment that meet operational needs and comply with applicable to Fort Worth Animal Care and Control (FWACC) requirements.

2.0 SCOPE OF SERVICES

The Vendor shall provide all labor, materials, equipment, tools, transportation, and incidentals necessary to furnish new kennel doors in accordance with the specifications outlined herein. Installation of kennel doors shall include:

2.1 Removal of existing doors.

2.2 Verification of onsite measurements.

2.3 Delivery and installation of new doors.

2.4 Ensuring proper fit, alignment, and operability.

2.5 Disposal of removed doors and packaging.

2.6 Coordination with FWACC staff to avoid operational disruption.

3.0 KENNEL DOOR MINIMUM SPECIFICATIONS

Kennel doors must meet or exceed the following minimum requirements:

3.1 Door Materials

3.1.1 Doors shall be constructed of stainless steel or composite materials.

3.1.2 Materials must remain non-porous, corrosion-resistant, and suitable for heavy-duty commercial kennel use.

3.2 Door Configuration

3.2.1 Top half must be clear transparent tempered glass.

3.2.2 Bottom half must be solid opaque material that is tinted, frosted, or otherwise colored to prevent animals from seeing each other.

3.2.3 Horizontal airflow slots shall be included at the top glass portion only.

3.2.4 Vertical or slotted ventilation elsewhere on the door is not acceptable.

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3.3 Dimensions

3.3.1 Doors must fit existing openings approximately 48 inches wide by

72 inches high.

3.3.2 Contractor must field-verify measurements prior to fabrication.

3.3.3 FWACC will not modify frames; doors must be manufactured to fit verified openings.

3.4 Glass Requirements

3.4.1 Minimum thickness: 1/4-inch tempered safety glass.

3.4.2 Glass must meet ANSI Z97.1 or equivalent safety standard.

3.4.3 Glass must be securely retained.

3.4.4 Glass edges must be finished for animal safety.

3.5 Door Swing Requirements

3.5.1 Doors shall include reversible hinges.

3.5.2 Reversibility must be achievable in the field during installation.

3.5.3 Reversible swing assists with cleaning and operational flexibility.

3.6 Latch Requirements

3.6.1 Doors must include locking capability.

3.6.2 Preferred latch style: sliding latch.

3.6.3 Ability to insert a clip or locking pin.

3.6.4 Latch must be operable with one hand.

3.6.5 Latch must be operable from outside only.

3.7 Condition

3.7.1 All doors must be new, unused, and free of defects. Refurbished products are not allowed.

4.0 COMPLIANCE AND STANDARDS

4.1 All products shall comply with applicable federal, state, and local laws, regulations, and ordinances.

4.2 Vendor must comply with all applicable safety and manufacturing standards relevant to kennel and animal housing equipment.

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5.0 DELIVERYAND INSTALLATION REQUIREMENTS

5.1 Vendor shall deliver and install all items to:

Location: Chuck and Brenda Silcox Animal Care and Adoption Center;

4900 Martin St, Fort Worth, TX 76119.

Hours of Operation: 8:00 AM to 5:00 PM, Monday through Sunday.

5.2 Delivery/Installation schedule shall be clearly stated in the Vendor’s response.

5.3 Delivery of all products and completion of kennel door installation shall occur within 30 to 45 calendar days of issuance of the Purchase Order, unless otherwise approved in writing by the City Installation under the resulting agreement of this solicitation is limited to kennel doors only. A maximum installation timeframe of up to 90 calendar days will be accepted.

5.4 Installation shall be performed by qualified personnel experienced in commercial kennel installation.

5.5 Vendor shall verify site dimensions prior to installation.

5.6 Installation shall ensure doors are level, plumb, securely anchored, and fully operational.

5.7 Installation of new kennel doors will utilize existing kennel framing.

5.8 Any debris, packaging, or removed materials shall be properly disposed of by the Vendor.

5.9 Installation work shall not interfere with facility operations and shall be coordinated with FWACC staff.

6.0 SITE VISIT

6.1 A site tour will be scheduled immediately following the Pre-Proposal meeting. Site visit schedule details will be posted on Bonfire.

7.0 WARRANTY

7.1 Vendor shall provide a standard manufacturer’s warranty covering defects in materials.

7.2 Vendor shall provide a one (1) year warranty on the installation and workmanship.

7.3 Warranty terms and duration shall be clearly stated in the bid

Response.

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8.0 ACCEPTANCE

Final acceptance of all goods and installation services shall be subject to inspection by FWACC staff to ensure compliance with this Scope of Services and all stated specifications.

9.0 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.

10.0 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.

10.1 Cost – up to 5 points available

10.2 Small Business Participation – up to 25 points available

Participation will be based on the following tier: 0% = 0 points, 1% to 10% = 10 points, 11% to 20% = 15 points, 21% to 29% = 20 points, 30% or more (goal met) = 25 points

10.3 Technical Specifications and Compliance – up to 30 points available

10.4 Vendor Qualifications and Experience – up to 15 points available

10.5 Delivery and Installation Schedule and Logistics – up to 15 points available

10.6 Warranty and Product Support – up to 10 points available

11.0 PRICING STRUCTURE

11.1 Proposers shall submit pricing in the Bid Table (BT-12MN). Pricing provided elsewhere in the proposal submission, including attachments or narrative responses, will not be used for evaluation or contract purposes.

11.2 Pricing for all line items shall be fully inclusive of all costs associated with that specific line item and this Scope of Services.

11.3 This includes, but is not limited to: labor, materials, hardware, fasteners, anchoring components, field adjustments, equipment, transportation, supervision, and any other incidental costs necessary to

RFP Ref. #: 26-0258 Doc. Ref#: RFP-02 Page 5 of 9 provide a complete and operational installation.

11.4 If a Proposer wishes to offer alternate material options, configurations, or product variations, such options must be submitted in the Additional Responses section of the Bid Table (BT-12MN). Each alternate option must clearly identify the proposed material and corresponding pricing.

11.5 Any fee entered under the “Other Fee” line item must

represent a legitimate charge not already included in the base pricing.

Such fees shall be clearly described in the Bid Table (BT-12MN) and may include items such as optional design services, requested mockups, or approved alternative payment structures such as down payments.

This line item shall not be used to separately charge for standard product costs, installation, disposal, delivery, or other required scope items.

11.6 If a Proposer has more than one other fee(s) to disclose, additional details and corresponding pricing shall be submitted in the Additional Responses section of the Bid Table (BT-12MN). Each fee must be clearly identified and separately priced.

11.7 All pricing must be fully disclosed at the time of bid submission. No additional or undisclosed costs will be accepted after award.

12.0 AGREEMENT TERM

This agreement is for a one-time purchase and shall remain in effect until all goods and/or services have been delivered, inspected, accepted, and final payment has been made, unless otherwise terminated in accordance with the terms of this agreement. This section supersedes Section 24 of RFP-01 Instructions to Proposers solely with respect to the term and duration of this Agreement.

13.0 CONTRACT AWARD PROCESS

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

13.2 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

RFP Ref. #: 26-0258 Doc. Ref#: RFP-02 Page 6 of 9 right at its sole discretion to include additional representatives at any point during the evaluation.

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

13.4 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.

13.5 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.

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

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

14.0 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.

14.1 Proposal Format Requirements

14.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with 1-inch margins and single-spaced for the entire submitted proposal.

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

14.2 Response forms

14.2.1 Complete and signed RFP-04 Authorized Signature and

Questionnaire

14.2.2 Completed and signed RFP-05 Forms

14.2.3 Completed and signed RFP-06 Small Business Utilization Form

RFP Ref. #: 26-0258 Doc. Ref#: RFP-02 Page 7 of 9 and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

14.2.4 Completed and signed RFP-07 Deviations

14.3 Technical Response

14.3.1 Product specifications and technical literature

14.3.1.1 Completed designs images and/or photos of completed

similar work

14.3.2 Confirmation of compliance with all requirements

14.3.2.1 Provide a detailed narrative elaborating on

confirmation of compliance with scope of work and specifications

14.3.3 Installation details and timeline

14.3.4 Warranty information

14.3.5 Description of prior experience with municipalities, local governments, animal shelters, or similar facilities.

14.3.6 Written confirmation that delivery and complete installation can be completed within 30 to 45 calendar days following execution of the Purchase Order. A maximum installation timeframe of up to 90 calendar days will be accepted. The City understands that additional time may be required for fabrication if the contractor does not maintain pre‑fabricated doors in inventory, as well as for coordination of installation activities.

14.3.7 Proposed project schedule or timeline from award through final installation.

14.3.8 A minimum of three (3) letters of recommendation from

previous clients of similar scope of work and specifications.

14.4 List of Exceptions/Substitutions/Clarifications/Additions For any exceptions, substitutions, clarifications, and/or additions being suggested by the Proposer, please utilize RFP-07-Deviations to capture this information.

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14.4.1 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.

14.4.2 If no exceptions are taken, Proposer shall indicate “No Exceptions Taken” on RFP-07-Deviations and submit the completed form.

14.4.3 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.

14.4.4 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.

14.4.5 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.

14.4.6 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.

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

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

14.4.9 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.

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 a certifying entity approved by the City Manager.