RFP-02-Scope of Services (5).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0272 Doc. Ref#: RFP-02 Page 1 of 12 RFP Title: Gas Generator

1.0 INTRODUCTION

The City of Fort Worth (City) seeks proposals to finalize an agreement for a gas generator, repair, and maintenance services for the City of Fort Worth on an “as needed” basis. 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. The successful proposer(s) is known hereafter as “Contractor”/ “Vendor.”

2.0 PURPOSE

The City Water Department-Laboratory Division requires gas generators to support the operation of laboratory analysis. Gas generator units and modular designs vary from vendor to vendor. The Laboratory Division is looking to procure Trace Nitrogen, Trace Hydrogen, and High-Purity Air gas generators to run gas chromatography instrumentation and a Total Organic Carbon Instrument, and a Nitrogen Generator to run extraction and concentrator equipment. An air compressor is needed for the operation of Nitrogen, Trace Nitrogen, and High-Purity Air units; this can be a separate unit, or it can be built into the design of the gas generator. A combined Trace Nitrogen and High-Purity Air unit is acceptable as well.

3.0 SCOPE OF SERVICES

3.1 The successful Vendor shall follow the requirements listed below.

3.1.1 Have a minimum of ten (10) years of experience in the

industry.

3.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

3.2 Gas Generator Specifications

3.2.1 Nitrogen Generator

3.2.1.1 This unit will be used to deliver nitrogen to multiple pieces of equipment including 2 Oil and Grease extractors, 2 DryVap concentrators and 3 TurboVap concentrators.

3.2.1.2 The nitrogen generator must be capable of delivering gas

RFP Ref. #: 26-0272 Doc. Ref#: RFP-02 Page 2 of 12 RFP Title: Gas Generator with a purity of 99.5% or better.

3.2.1.3 The nitrogen generator must be capable of at minimum

5000cc/min at up to 80psi.

3.2.1.4 The nitrogen generator must be a free-standing unit

with an internal air compressor design.

3.2.2 Trace Nitrogen Generator

3.2.2.1 This unit will be used to deliver trace nitrogen as

detector and make-up gas for up to 4 gas chromatographs.

3.2.2.2 The trace nitrogen generator must be capable of delivering gas with a purity of 99.9995% or better.

3.2.2.3 The trace nitrogen generator must be capable of 250cc/min UHP N2 at up to 100psi.

3.2.2.4 The trace nitrogen generator must be compact in size and be able to sit on a countertop or table.

3.2.2.5 The trace nitrogen generator can have an internal air compressor design or be used with an external air compressor.

3.2.2.6 The trace nitrogen generator can be a combined gas

generator with a zero-air generator.

3.2.3 Trace Hydrogen Generator

3.2.3.1 This unit will be used to deliver trace hydrogen as detector and make-up gas for up to 4 gas chromatographs.

3.2.3.2 The trace hydrogen generator must be capable of

delivering gas with a purity of 99.99999% or better.

3.2.3.3 The trace hydrogen generator must be capable of

250cc/min at up to 175psi.

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3.2.3.4 The trace hydrogen generator must be compact in size and be able to sit on a countertop or table.

3.2.4 Gas Trace Air/Zero-Air Gas Generator

3.2.4.1 This unit will be used to deliver trace air to 1 TOC (Total Organic Carbon) instrument and trace air for Flame Photometric Detector (FID) flame support on a gas chromatograph

3.2.4.2 The trace air generator must be capable of delivering air that has eliminated CH4 levels to <0.05ppm in outlet air.

3.2.4.3 The trace air generator must be capable of 1500cc/min at up to 100psi.

3.2.4.4 The trace air generator must be compact in size and be able to sit on a countertop or table.

3.2.4.5 The trace air generator can have an internal air compressor design or be used with an external air compressor.

3.2.4.6 The trace air generator can be a combined gas generator with a nitrogen generator.

3.2.5 Air Compressor

3.2.5.1 This unit will be used for gas generator units that do not have a built-in air compressor.

3.2.5.2 The air compressor must be able to support a trace nitrogen gas generator and a trace air gas generator.

3.2.5.3 The air compressor must be compact in size and be able to sit on a countertop or table.

3.2.5.4 The air compressor must be quiet in design as to not to disturb the chemist who work in the same space.

3.2.6 Any services that have been omitted from this scope of

service that are clearly necessary or in conformance shall be

RFP Ref. #: 26-0272 Doc. Ref#: RFP-02 Page 4 of 12 RFP Title: Gas Generator considered a requirement, although not directly specified or called for in the scope of services.

3.3 Warranty

3.3.1 Official Warranty Statement must be included with the bid.

3.3.2 All parts provided or installed by the Contractor shall carry the standard warranty of the manufacturer, as well as the Contractor's general warranty of workmanship.

3.3.3 The City shall notify the Contractor within 90 days after the discovery of any failure, defect, or damage.

3.3.3.1 If the Contractor fails to remedy any failure, defect, or damage within a reasonable time after receiving notice, the City shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Contractor's expense.

3.3.4 The warranty with respect to labor on new installation, repairs, and replacement of products shall be one (1) year from the date of acceptance by an authorized City employee.

3.3.4.1 Previous payments in full or otherwise do not

constitute a waiver of this guarantee.

3.3.4.2 Failure by the Contractor to proceed promptly with

corrective actions, after notification from the City, may be cause for cancellation of this Contract with the amount(s) necessary to correct defective work and/or damage being withheld from payments due or to become due to the Contractor.

3.3.5 All components of the gas generators, not considered consumable items, will have a minimum of a full one-year warranty on parts and labor commencing upon the date of installation of the gas generators.

3.3.6 When applicable, all equipment requiring replacement will be replaced with a new item and not a refurbished item.

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3.3.7 Suppliers agree to repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, for all defective work and products. The laboratory defines “prompt” repair or replacement to be vendor contact within twenty-four (24) hours after notification of service needed by laboratory personnel and service/repair technician onsite within 5 business days.

3.4 Schedule

3.4.1 Regular working hours are between 9:00 a.m. and 4:00 p.m., Monday through Friday, unless otherwise requested by the Water Department

3.4.2 After hours shall be from 5:31 pm to 7:29 am, Friday through Monday

3.4.3 No emergency services will be provided without prior written approval from the City staff.

3.4.3.1 There shall be no emergency rates, after-hours, or holiday appointments except with prior written approval of City staff.

3.4.4 The Vendor shall perform no work on any City-observed

holidays unless requested to do so in writing, which are:

3.4.4.1 New Year’s Day

3.4.4.2 Martin Luther King Jr. Day

3.4.4.3 Memorial Day

3.4.4.4 Juneteenth

3.4.4.5 July 4th

3.4.4.6 Labor Day

3.4.4.7 Thanksgiving Day and the following Friday

3.4.4.8 Christmas Day

SCOPE OF SERVICES

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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.

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.

4.1 Cost – up to 20 points available

4.2 Qualifications & Company Experience – up to 20 points available

4.3 Ability to meet City’s needs – up to 20 points available

4.4 Quality of Services- up to 20 points

4.5 Small Business – 20 points available

5.0 PRICING STRUCTURE

5.1 Provide a written firm-fixed-price quote, based on the labor rates listed on the Bid Solicitation. The firm-fixed-price quotation shall include:

5.1.1 Description of the work to be performed.

5.1.2 Itemized estimate of the parts and materials, including manufacturer’s list price discount.

5.1.3 Timeline including proposed start and finish dates.

5.2 Understand that the submission of a firm-fixed-price quotation is evidence that the Contractor has familiarized himself/herself with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, and the equipment, materials, labor, etc. required. No variation in price or conditions shall be permitted based on the claim of ignorance, negligence, or false representation.

5.3 Following the award, additional services of the same general category that could have been encompassed in the award of this Agreement, and that are not already in the Agreement, may be added

RFP Ref. #: 26-0272 Doc. Ref#: RFP-02 Page 7 of 12 RFP Title: Gas Generator based on the discount bid and price sheet provided with the bid.

5.3.1 The submission of a bid by the bidder shall be considered evidence of compliance with these requirements.

5.4 Unit prices shall include all costs associated with the specified work, including but not limited to handling, delivery, fuel charges, fees, and certification fees. NO ADDITIONAL CHARGES WILL BE

ACCEPTED OR PAID BY THE CITY.

5.4.1 The maximum expenditure per Property is $3,000.00 without prior approval.[

5.5 Contractor shall understand if alternative products are available to meet the sustainability goals of the City, these shall be submitted with the Contractor’s quote as an additional or alternative firm-fixed-price quotation.

5.6 The Contractor shall immediately notify the Department Project Manager or designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

5.7 Within one (1) business day of notification, the Contractor shall submit a written Project Quotation Change Request to the Department Project Manager or designee. The City reserves the right to reject any changes to the project firm’s fixed-price quotation requested by the Contractor. Under no circumstances shall Contractor proceed with changes to the project firm-fixed-price quotation without approval from the Department Project Manager or designee. The Project Quotation Change Request shall include the following:

5.7.1 A description of the change or addition in the work and the reason for the change/addition, explaining the benefits of the change/addition.

5.7.2 The adjustment in the project time, if applicable.

5.8 If the City requests to change a fixed-price quote due to a change in the scope of work that would increase the number of labor hours required or the amount of materials required, the Contractor shall amend the original amount and, upon approval and acceptance by the Department Project Manager, of the amended fixed-price quote, shall be reimbursed for the changes.

5.9 Unit prices will include all costs associated with the specified work, RFP Ref. #: 26-0272 Doc. Ref#: RFP-02 Page 8 of 12 RFP Title: Gas Generator including, but not limited to: transportation and travel charges, loading charges, fuel charges, certification fees, shop fees, miscellaneous fees, environmental/hazardous disposal fees, and unspecified costs. NO

ADDITIONAL CHARGES WILL BE ACCEPTED OR PAID BY

THE CITY.

5.10 INVOICES

5.10.1 All invoices must match prior City-approved estimates or payment may be delayed. All charges must be identified on

Vendor’s invoice billing statement, listed LINE by LINE by individual charges.

5.10.2 Hours must be rounded to the nearest ¼ hour. Hours invoiced must be for actual hours spent at the City facility working on the equipment, at the hourly labor rate listed in the RFP.

5.10.3 If the final invoice needs to be updated for any reason (i.e.

charges, etc.), the date on the final invoice must be updated to match the date the revised invoice was submitted for processing.

5.10.4 INVOICE SUPPORTING DOCUMENTATION

5.10.4.1 Supporting Documentation for Labor charges must

include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Vendor must provide the City with documentation which identifies the per hour labor rate.

5.10.4.2 Supporting Documentation for Parts charges must

include, at a minimum: 1) a short and plain description of the part; 2) the vendor part number;

and 3) the vendor’s cost for the part and any markups.

5.10.4.3 Vendor must provide the City, at a minimum, with a

Bill of Lading or Purchase Order as documentation of the freight charges.

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5.10.5 The Vendor must obtain a Purchase Order number before

scheduling and delivering goods.

6.0 CONTRACT AWARD PROCESS

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

6.2 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.

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

6.4 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.

6.5 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.

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

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

7.0 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.

7.1 Proposal Format Requirements

7.1.1 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-

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

7.2 Response forms

7.2.1 Completed and signed RFP-04.

7.2.2 Completed and signed RFP-05.

7.2.3 Completed and signed RFP-06.

7.2.4 Completed and signed RFP-07

7.2.5 Completed and signed RFP-08

7.2.6 Completed and signed RFP-09

7.2.7 Completed Bid Table (BT-12DG)

7.3 Technical Response

7.3.1 Submit proof of experience with the bid

7.3.2 List of Exceptions/Substitutions/Clarifications/Additions

7.3.2.1 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.

7.3.2.2 If no exceptions are taken, please include a single

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

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7.3.2.3 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 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.

7.3.2.4 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.

7.3.2.5 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.

7.3.2.6 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.

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

7.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

7.3.2.9 The City shall consider the number and substance of alterations

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7.3.3 Pricing

7.3.3.1 Proposal pricing shall be assembled and presented in

accordance with the format and instruction of this solicitation.

8.0 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:

8.1.1 a. Small Business Utilization form V1 (RFP-05), detailing how the Small Business goal will be achieved.

8.1.2 b. Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA).