RFP-02-Scope of Services (7).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0296 Doc. Ref#: RFP-02 Page 1 of 14

RFP Title: Erosion Control

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is soliciting proposals from qualified and experienced “Vendor” to establish an agreement for the purchase and delivery of erosion control blankets, turf reinforcement mats, scour protection materials, Erosion Eels™, wattles, hydro mulch, sediment control products, stormwater inlet protection products, and related accessories on an “as needed” basis for use by the Transportation & Public Works Department, and

Parks & Recreation Department. The products and services will be used for erosion control, soil stabilization, stormwater management, drainage improvements, slope stabilization, revegetation, landscaping, roadway projects, channel stabilization, construction site sediment control, and other related applications.

2.0 SCOPE OF SERVICES

2.1 The Vendor shall furnish and deliver erosion control materials and related products as specified herein, on plans, or as directed by the City.

2.2 The Vendor shall provide products that are new, unused, current production, free from defects, and suitable for their intended purpose.

2.3 The City does not guarantee a minimum quantity of products or services to be purchased under this Agreement.

2.4 The Vendor shall provide all materials, labor, transportation, delivery, loading and unloading at no additional cost to the City.

2.5 The Vendor shall provide all equipment and tools necessary to perform the work, including but not limited to delivery trucks and trailers for the transportation and delivery of erosion and sediment control products to the designated job site. All equipment and tools shall be provided at no additional cost to the City.

2.6 The Vendor shall maintain sufficient product availability, inventory, and supplier resources to ensure the timely fulfillment and delivery of all materials and services required by the City within the specified delivery period.

2.7 The Vendor shall not substitute a product, manufacturer, model, size, material, or product type without prior written approval from the City.

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2.8 The Vendor shall provide manufacturer's technical data, product literature, certifications, test reports, or other product information when requested by the City.

3.0 GENERAL PRODUCT REQUIREMENTS

3.1 All products shall be new, unused, and of current production unless otherwise approved in writing by the City.

3.2 Products shall be free from defects, tears, contamination, excessive deterioration, or other conditions that could adversely affect their intended performance.

3.3 Products shall meet or exceed the minimum technical requirements specified herein.

3.4 Products shall be suitable for the environmental and installation conditions for which they are specified.

3.5 The Vendor shall properly protect materials from damage during transportation.

3.6 The City may request product samples or technical documentation prior to acceptance of a product.

4.0 VENDOR QUALIFICATIONS

4.1 The Vendor shall:

4.1.1 Have a minimum of two (2) years of experience in providing the requested goods and or services similar or related to the Scope of

Service. A vendor who does not meet this minimum experience will be deemed non-responsive.

4.1.2 Be able to deliver the products to the specified locations in

Section 8.0 Delivery within 5 business days of receiving a

Purchase Order from the City.

5.0 EROSION CONTROL BLANKETS, TURFMATS, AND

ACCESSORIES SPECIFICATIONS

5.1 Erosion blankets protect grass seed and provide optimum conditions for establishing plant growth. Turf mats prevent soil loss due to water, wind, and elimination of sediment run-off.

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5.2 All items supplied shall be of recent production, unused, and suitable for their intended purpose.

5.3 The Vendor shall remedy at the Vendor's expense any non-conforming or defective products.

5.4 Products shall be covered by the manufacturer's standard warranty, where applicable.

5.5 The Vendor shall notify the City, within a reasonable period after the discovery of any failure, defect, or damage.

5.6 The Vendor shall understand if the Vendor fails to remedy any failure, defect, or damage within reasonable time after receipt of notice, the

City shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the expense of the Vendor.

5.6.1 A reasonable time shall be defined as the time frame agreed upon by Vendor and the Department Contract Manager, Roy

Fickel at 817-392-5194, or designee, and shall be documented in writing and signed by both parties.

5.7 The Vendor shall provide the following items, including but not limited to:

5.7.1 Single Net Straw blanket – Six (6) months protection

5.7.1.1 Top Net: light weight photodegradable polypropylene;

5.7.1.2 Matrix: 100 percent (%) agricultural straw;

5.7.1.3 Threads: Degradable;

5.7.1.4 Permissible Shear Stress: 1.50 pounds per square foot

(PSF)

5.7.2 Double Net Straw blanket – Eight (8) months protection;

5.7.2.1 Bottom Net: light weight photodegradable

polypropylene;

5.7.2.2 Matrix: 100% agricultural straw;

5.7.2.3 Thread: Degradable

5.7.2.4 Permissible Shear Stress: 2.05 PSF.

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5.7.3 Green, Single Net Excelsior blanket – Nine (9) months

protection;

5.7.3.1 Used to control wind and water erosion, filter

sediment-laden runoff, expedite germination, and biodegradable fibers cling to the soil;

5.7.3.2 Fibers: all-natural Aspen excelsior;

5.7.3.3 Color: natural or quick grass – green;

5.7.3.4 Netting: one side (top);

5.7.3.5 Netting type: Green (standard);

5.7.3.6 Quick mow – white (short term);

5.7.3.7 Fiber net jute (biodegradable).

5.7.4 Green, Double Net Excelsior Blanket - 1-year protection;

5.7.4.1 Used to control wind and water erosion, filter

sediment-laden runoff, expedite germination and biodegradable fibers cling to the soil;

5.7.4.2 Fibers: all-natural Aspen excelsior;

5.7.4.3 Color: natural or quick grass – green;

5.7.4.4 Netting: two-sided (top and bottom);

5.7.4.5 Netting type: Green (standard);

5.7.4.6 Quick mow – white (short term);

5.7.4.7 Fiber net jute (biodegradable).

5.7.5 70/30 Straw/ Coconut blanket – Eighteen (18) months protection;

5.7.5.1 Top Net: medium weight Ultra-Violet (UV) –

stabilized polypropylene;

5.7.5.2 Middle Net: Heavy weight UV – stabilized

polypropylene;

5.7.5.3 Bottom Net: Medium weight UV – stabilized

polypropylene;

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5.7.5.4 Matrix: 70% Agricultural straw/ 30% Coconut fiber;

5.7.5.5 Permissible Shear Stress: 2.749 PSF un-vegetated/ 10.0

PSF vegetated.

5.7.6 100% Coconut blanket – 2-year protection;

5.7.6.1 Top Net: medium weight UV – stabilized

polypropylene;

5.7.6.2 Middle Net: Heavy weight UV – stabilized

polypropylene;

5.7.6.3 Bottom Net: medium weight UV – stabilized

polypropylene;

5.7.6.4 Matrix: 100% Coconut fiber;

5.7.6.5 Thread: Black UV – stabilized;

5.7.6.6 Permissible Shear Stress: 3.70 PSF un-vegetated/ 12.0

PSF vegetated.

5.7.7 Turf mat- moderate velocity protection;

5.7.7.1 Top Net: Polypropylene 5.0 pounds (lbs.)/ 1,000 feet

(ft.) ² (2.44 kilograms (kg)/100 meters (m)²);

5.7.7.2 Middle Net: Polypropylene, corrugated 24.0 lbs./1,000 ft.² (11.7 kg/100m²) approximant;

5.7.7.3 Bottom Net: Polypropylene, 5.0 lbs./1,000 ft.² (2.44

kg/100m²) approximant;

5.7.7.4 Matrix: 70% coconut fiber, 0.15 lbs./yards (yd.) ² (0.08 kg/m²);

5.7.7.5 Thread: Permanent.

5.7.8 Turf mat – high velocity protection/Composite Turf

reinforcement mat;

5.7.8.1 Top Net: Polypropylene 8.0 lbs./ 1,000 ft. ² (3.91

kg/100m²);

5.7.8.2 Middle Net: Polypropylene, corrugated 24.0 lbs./1,000 ft² (11.7 kg/100m²) approximant; Coconut fiber: 0.50

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5.7.8.3 Bottom Net: Polypropylene, 8.0 lbs./1,000 ft.² (3.91

kg/100m²) approximant;

5.7.8.4 Matrix: 100% coconut matrix;

5.7.8.5 Thread: Permanent.

5.7.9 Turf mat – extreme velocity protection;

5.7.9.1 Top Net: Polypropylene 24.0 lbs./ 1,000 ft. ² (11.7

kg/100m²);

5.7.9.2 Middle Net: Polypropylene, corrugated 24.0 lbs./1,000 ft.² (11.7 kg/100m²) approximant;

5.7.9.3 Bottom Net: Polypropylene, 24.0 lbs./1,000 ft.² (2.44 kg/100m²) approximant;

5.7.9.4 Matrix: 100% polypropylene fiber mix;

5.7.9.5 Thread: Permanent.

5.7.10 Scour Stop Transition Mats

5.7.10.1 Dimensions: 4 feet. x 4 feet;

5.7.10.2 Material: High-density polyethylene (HDPE) polymer;

5.7.10.3 Benefit: provide bio-technical stabilization of the scour area;

5.7.10.4 Weight: approximately one (1) lb. per square feet (sq.

ft.) – about 10 times less than hard armor systems;

5.7.10.5 ‘Ballast’ or ‘Hold down’ capacity: approximately 70 lbs. per sq. ft.

5.7.11 Scour Stop Bullet Anchors

5.7.11.1 Minimum ‘hold down’ capacity 130 lbs. per anchor

5.7.11.2 Conform the mats to the soil profile, and secure the mats to the soil in a uniform manner

5.7.12 Sod Staples

5.7.12.1 Length: 8 inches (in.);

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5.7.12.2 8 gauge and 11 gauge for the different types of soil;

5.7.13 Fabric Pins with washer attached

5.7.13.1 Sizes needed: 8 in., 12 in. and 18 in.;

5.7.13.2 Purpose: Metal pins to secure mats with washers;

5.7.14 Zip Ties

5.7.14.1 Length: 8-inch;

5.7.14.2 Quantity per bag: 1,000;

5.7.14.3 Color: White or Yellow

5.7.15 Wattles/Logs

5.7.15.1 Matrix: Aspen fiber;

5.7.15.2 Sizes needed: 20 in. x 10 ft. and 12 in. x 20 ft.

5.7.16 Waffles/Logs

5.7.16.1 Matrix: Geo Hay

5.7.16.2 Dimensions: 9 in. x 12 ft.;

5.7.16.3 Made of 100% recycled fibers;

5.7.16.4 Barrier filtration product.

5.7.17 Hydro Mulch

5.7.17.1 Two Types: 100% Paper and EarthGuard Fiber Matrix;

5.7.17.2 Supply in increments of 50 lb. bags.

5.7.18 Z Curb Inlet Protector without Fabric

5.7.18.1 Z Frame

5.7.18.2 Width: 10 Feet.

6.0 EROSION EELSTM

6.1 Materials

6.1.1 Core Material: Erosion EelsTM shall consist of core, internal filter materials comprised of one of two mixtures:

6.1.1.1 Mixture Specification 1.0: A filter mixture comprised

RFP Ref. #: 26-0296 Doc. Ref#: RFP-02 Page 8 of 14 of 100% shredded rubber that has been washed and processed to remove most, if not all, metal components. The material shall be derived from recycled tires and shall be shredded to produce a maximum particle size of +/- ¾ inch.

6.1.1.2 Mixture Specification 2.0: A filter mixture comprised of 100% shredded rubber that has been washed and processed to remove most, if not all, metal components. The material shall be derived from recycled tires and shall be shredded to produce a maximum particle size of +/-2-inches.

6.1.2 Containment Material: The containment material for the filter core particles shall be a woven, polypropylene geotextile with

UV-stabilizers and inert to biological decay and chemically resistant to naturally occurring chemicals, alkalis, and acids.

Minimum fabric permeability shall be equal to or greater than

0.05 cm/sec per ASTM D 4491. Minimum strength retained relative to UV exposure shall be 70% when tested per ASTM D

4355 for 500 hours.

6.1.3 Size: Erosion EelsTM shall be produced with a nominal diameter of +/-9.5 inches and +/-20 inches and standard nominal lengths of +/-4.5 feet and +/-10 feet.

6.2 Measurement:

6.2.1 This item will be measured by the linear foot along the centerline of the top of the control bags.

7.0 BRAND NAME OR EQUAL

7.1 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.

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7.2 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.

7.3 The Senior Purchasing Manager or designee will evaluate “equal” products on the basis of information furnished by the bidder or identified in the bid and reasonably available to the Purchasing

Manager. The Purchasing Manager or designee is not responsible for locating or obtaining any information not identified in the offer.

7.4 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.

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

8.0 DELIVERY

8.1 Materials are to be delivered to:

8.1.1 The City of Fort Worth Transportation & Public Works

Department, Southside Service Center at 4100 Columbus Trail, Fort Worth, TX 76133.

8.1.2 The City of Fort Worth Parks & Recreation Department, Trades

Division at 5198 James Ave., Fort Worth, TX 76115.

8.2 All materials shall be delivered between normal business hours: 8 am to 5 pm CST.

8.3 All materials shall be able to be delivered to the specified locations within 5 business days of receiving a Purchase Order from The City.

8.4 The Vendor shall not deliver orders on City observed holidays including:

8.4.1 New Year’s Day

8.4.2 Martin Luther King

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8.4.3 Memorial Day

8.4.4 Juneteenth

8.4.5 July 4th

8.4.6 Labor Day

8.4.7 Thanksgiving Thursday and the following Friday

8.4.8 Christmas

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.

Note: A Proposer may be disqualified if they do not meet at least 50% of the evaluation points available (excluding cost).

1. Cost – up to 15 points available

2. Small Business Participation – up to 20 points available

3. Ability to meet the City’s needs - up to 15 points available

4. Staffing and Resources – up to 10 points available

5. Experience – up to 20 points available

6. Approach to perform Services – up to 20 points available

11.0 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

RFP Ref. #: 26-0296 Doc. Ref#: RFP-02 Page 11 of 14 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.

Small Business Participation will be evaluated as below:

0% SB Participation = 0 points

1-15% SB Participation = 10 points

16-29% SB Participation = 15 points

30% SB Participation or more (goal met) = 20 points

12.0 PRICING STRUCTURE

12.1 Pricing shall be captured solely in the bid table, BT-78JP.

12.2 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.

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

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 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.

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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 one-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.

15.0 RESPONSE FORMS

15.1 Completed and signed RFP 03-Authorized Signature and Questionnaire form.

15.2 Completed and signed RFP-05 Forms.

15.3 Completed and signed RFP-06- Small Business Utilization Form V1.

15.4 Completed RFP-07-Reference Sheet.

15.5 Completed RFP-08-Deviations.

15.6 Addendum(s) acknowledging receipt. Note: if no addendum issued, please attach a page stating “No Addendum Issued”

15.7 Completed Bid Table (BT-78JP)

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16.0 TECHNICAL RESPONSE

16.1 Provide a narrative response describing your company’s qualifications and experience relevant to this RFP. This should include years in business under the current company name, company background, timely response, product availability, qualified personnel, appropriate equipment, quality control, and compliance with the City's requirements. Any services similar in scope to this RFP, and any experience working with municipalities or other public-sector entities.

16.2 Provide a detailed description of your company’s approach to performing the Scope of Services for the categories you are bidding

on. This should include how your company plans to meet the City’s needs outlined in the Scope of Services, standard delivery timeframes, availability of expedited shipping, typical response times for service requests, and the overall service request process.

17.0 LIST OF EXCEPTIONS/ SUBSTITUTIONS/ CLARIFICATIONS/

ADDITIONS

17.1 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.

17.2 If no exceptions are taken, please include a single document stating

“No Exceptions taken” in the Required section.

17.3 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.

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17.4 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.

17.5 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.

17.6 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.

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

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

17.9 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.