RFP-02-Scope of Services (8).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0271 Doc. Ref#: RFP-02 Page 1 of 8 RFP Title: Sewer Cleaning Equipment

1.0 INTRODUCTION AND PURPOSE

1.1 The City of Fort Worth (City) is requesting proposals from qualified firms to establish an annual Agreement for sewer cleaning equipment, repair parts, accessories, and repair service for the Water Department in accordance with the descriptions and specifications listed in this solicitation.

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

2.0 BACKGROUND

2.1 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 on the Agreement, may be added

2.2 Vendor shall provide stated discount percentage on items listed on the bid solicitation page. Stated discounts are to be firm throughout the Agreement period. Bidders shall submit current price sheets for the specific items with their bids.

2.3 Unit prices shall include all associated costs, not limited to delivery, fuel and handling charges. No additional charges will be accepted or paid by the City.

2.4 Items listed in these specifications are not intended to indicate the only services to be requested, but to assist the bidder in submitting

3.0 SCOPE OF WORK

3.1 The equipment that requires Original Equipment Manufacturer (OEM) parts that are not interchangeable will be purchased from that representative. Parts that are interchangeable will be purchased from the lowest responsive and responsible Vendor for interchangeable parts.

3.2 The following is a general list of the parts to be made available on this Agreement. Effort was made to list the parts and categories needed, however, this Agreement shall not be exclusive to only the parts or categories listed.

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3.2.1 Bucket machine accessories and tools including platforms, rollers, cable and yokes.

3.2.2 Sectional hand rodding tools and accessories.

3.2.3 Sewer rods, sectional and continuous.

3.2.4 Rod guide hoses, components and assemblies.

3.2.5 Rodding machine accessories.

3.2.6 Rodding machine tools such as augers, corkscrews, root saws, cutter blades, bullet tools, loop tools, loop tools, sand leader, porcupines, spear point, cutter, sewer brushes.

3.2.7 Rod and tool couplings for rods, augers, root saws and

corkscrews.

3.2.8 Rodding machine coup0lings and nuts such as adapter couplings and rod nuts.

3.2.9 Coiled rods, couplings and tools.

3.2.10 Sewer cleaning hose with couplings.

3.2.11 High velocity machine accessories such as hose rollers, nozzle extensions.

3.2.12 Cleaning nozzles both stainless steel and hardened steel for sand, grease such as bullet and piercing nozzles.

3.3 The City reserves the right to test equipment delivered for compliance with federal and state regulations by an independent laboratory of the City’s choice at any time during the term of this Agreement.

4.0 DELIVERY OF PRODUCTS

4.1 All items shall be delivered to: City of Fort Worth, Water Department, Field Operations at 1608 11th Ave, Fort Worth, Texas 76140.

4.2 Delivery Time: Monday through Friday, 8AM-3:00PM. Vendor will not deliver orders on City observed holidays:

4.2.1 New Year’s

4.2.2 Martin Luther King

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4.2.3 Memorial Day

4.2.4 June 19th

4.2.5 July 4th

4.2.6 Labor Day

4.2.7 Thanksgiving and the following Friday

4.2.8 Christmas Day

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 be considered for award.

5.0 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.

5.1 Cost – up to 30 points available

5.1.1 Documents used to evaluate this will include: Bid Table

5.2 Small Business Participation up to 20 points available

5.2.1 Documents used to evaluate this will include RFP-06 Small Business Utilization Form

5.3 Ability to Meet the City’s needs– up to 20 points available

5.3.1 Documents used to evaluate this will include: RFP-04.

5.4 Qualifications and Experience– up to 10 points available

5.4.1 Documents used to evaluate this will include RFP-04.

5.5 Ability to provide the required equipment and parts up to 20 points available

5.5.1 Documents used to evaluate this will include: Bid Table

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6.0 PRICING STRUCTURE

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

6.1.1 Description of the work to be performed.

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

6.1.3 Timeline including proposed start and finish dates.

6.2 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.

6.3 Contractor shall understand that 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.

6.4 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.

6.5 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 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:

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

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6.5.2 The adjustment in the project time, if applicable.

6.6 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

6.7 Unit prices will include all costs associated with the specified work, 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.

7.0 CONTRACT AWARD PROCESS

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

7.2 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.

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

7.4 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.

7.5 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.

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

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

8.0 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.

8.1 Proposal Format Requirements

8.1.1 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.

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

8.2 Response forms

8.2.1 Completed and signed RFP-04 Authorized Signature and

Questionnaire.

8.2.2 Completed and signed RFP-05 Forms.

8.2.3 Completed and signed RFP-06 Small Business.

8.2.4 Completed and signed RFP-07 Deviations.

8.2.5 Completed and signed RFP-08 Discount Calculator.

8.3 Technical Response

8.3.1 Submit proof of experience with the RFP.

8.3.2 List of Exceptions/Substitutions/Clarifications/Additions

8.3.2.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in

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8.3.2.2 If no exceptions are taken, please include a single

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

8.3.2.3 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.

8.3.2.4 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.

8.3.2.5 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.

8.3.2.6 For substitutions/clarifications, provide an

explanation of the difference between what the solicitation requests and what is proposed. The

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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.

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

8.3.2.8 Begin responses to the major sections of the

solicitation on a new page.

8.3.2.9 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.

8.3.3 Pricing

8.3.3.1 Proposal pricing shall be assembled and presented

in accordance with the format and instructions of this solicitation.

8.3.4

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.