RFP-02-Scope of Services (9).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 1 of 17

RFP Title: Irrigation and Grounds Maintenance - Parts and Materials

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide parts and materials for a variety of grounds maintenance and irrigation needs on an as-needed basis for the Park and Recreation and Aviation Departments.

To bid on services and repairs, please see concurrent bid RFP 26-0250.

2.0 BACKGROUND

The Park and Recreation and Aviation Departments currently utilize multiple different agreements to procure grounds materials, USGA-certified materials for golf courses, chemicals for grounds maintenance and irrigation maintenance, and various parts and materials for maintaining the irrigations systems and grounds of City facilities. For this

Request for Proposals, the City is working to move these services under one bid to improve administration and establish multiple contracts that can support the needs of the departments on these projects. The City is seeking to establish these agreements with vendors who are able to be timely, have technical expertise, have demonstrated reliability in service, and can provide competitive pricing.

The anticipated annual spend for this project is estimated at $2,700,000.00 across all categories and vendors.

3.0 DEFINITIONS

3.1 A2LA – American Association for Laboratory Accreditation:

https://a2la.org/

3.2 ADA – Americans with Disabilities Act of 1990: https://ada.gov/

3.3 Agency Priced – a product with a manufacturer-controlled price where the

Proposer does not control changes in price

3.4 ANSI – American National Standards Institute: https://ansi.org/

3.5 Certified Seed Tag – official tag showing the name, type of seed, and PLS as per TDA’s Texas Seed Law

3.6 DOE – United States Department of Energy

3.7 EPA – United States Environmental Protection Agency

3.8 FIFRA – Federal Insecticide, Fungicide, and Rodenticide Act:

https://www.epa.gov/laws-regulations https://a2la.org/ https://ada.gov/ https://ansi.org/ https://www.epa.gov/laws-regulations/summary-federal-insecticide-fungicide-and-rodenticide-act

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 2 of 17

3.9 MPG – miles per gallon: measurement of fuel efficiency and usage

3.10 MSRP – Manufacturer Suggested Retail Price: the “list price,” or the amount a manufacturer suggests selling a product for

3.11 Nursery grade #1 – Top quality standard for commercial nursery stock as per

ANSI Z60.1

3.12 OSHA – Occupational Safety and Health Administration: a division of the

United States Department of Labor https://osha.gov

3.13 PLS – Pure, live seed: designation on a Certified Seed Tag

3.14 PO – Purchase order

3.15 SDS – Safety Data Sheet: specifications describing protection and hazards of a chemical in a standardized format determined by OSHA.

3.16 TAC – Texas Administrative Code

3.17 TDA – Texas Department of Agriculture https://texasagriculture.gov/

3.18 Texas Seed Law – Regulation by the TDA for labeling and testing of seed:

https://texasagriculture.gov/Regulatory-Programs/Seed-Quality

3.19 USGA – United States Golf Association: https://www.usga.org/

4.0 SCOPE OF SERVICES

4.1 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive. Individual categories may have additional requirements; a proposer that fails to meet the qualifications for a section they are proposing for may be deemed non-responsive.

4.1.1 Proposer must have a minimum of three (3) years providing grounds maintenance and irrigation parts and materials as a business.

4.2 PREFFERED QUALIFICATIONS

4.2.1 Preference will be given to vendors that are able to provide products and materials in multiple categories.

4.2.2 Preference will be given to vendors who have experience supporting municipal governments, parks systems, golf courses, or large-scale grounds maintenance operations.

https://osha.gov/ https://texasagriculture.gov/ https://texasagriculture.gov/Regulatory-Programs/Seed-Quality https://www.usga.org/

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 3 of 17

4.3 Awarded vendors must maintain all required licenses, permits, and certifications throughout the term of the awarded contract; proof of licensure

(or other) must be provided upon request.

5.0 SPECIFICATIONS

5.1 CATEGORY A: PLANTS, SEED, & SOD (INSTALLED)

5.1.1 Plants – Trees, Shrubs, Ground Cover, Annuals, Perennials, etc.

5.1.1.1 All products must meet ANSI Z60.1 standards and be

nursery grade #1 or better.

5.1.1.2 Proposer will supply regionally appropriate species of plants.

5.1.1.3 Plants shall be free of pests, disease, and fungus.

5.1.1.3.1 Should pests, disease, or fungus be discovered

after acceptance but within forty-eight (48) hours, the vendor shall replace the faulty items at no cost to the City. The City is responsible for documenting the discovery and notifying the vendor within twenty-four (24) hours.

5.1.2 Seed – Grass and Flowers

5.1.2.1 All grass and wildflower seeds sold in Texas must comply with the Texas Seed Law.

5.1.2.2 Seed varieties shall have a Certified Seed Tag and be labeled with the name, type of seed, and PLS.

5.1.2.3 All products shall be native, regional, and non-invasive.

5.1.2.4 Proposer shall provide a variety of grasses edible and non-edible, wildflowers, seed mixes. Additional varieties may be added throughout the term of the agreement.

5.1.3 Sod – Native

5.1.3.1 Native sods shall include standard varieties such as Buffalo and St. Augustine.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 4 of 17

5.1.4 Sod installation upon request

5.1.4.1 All completed installation work shall be reviewed by the

Field Operations Supervisor or Assistant Field Operations

Supervisor. The reviewer will be designated on the service request.

5.1.4.2 General Installation:

5.1.4.2.1 Sod shall be placed tightly edge-to-edge by hand;

overlapping is not permitted.

5.1.4.2.2 Vendor shall water sod immediately after

installation using clean water free of harmful impurities, contractor to provide water.

5.1.4.2.3 Installation shall not occur on saturated or frozen soil.

5.1.4.2.4 Work sites shall be maintained in a clean and

orderly condition, with debris removed prior to departure.

5.1.4.3 Installation with Preparation

5.1.4.3.1 Removal and disposal of existing vegetation

(typically 1–2 inches depth).

5.1.4.3.2 Poor preparation and removal may cause weeds to

appear after installation but within thirty (30) days of installation. In such event, the weeds shall be remediated by the vendor and at no cost to the

City.

5.1.4.3.3 Soil preparation includes compost, topsoil or other soil amendments as needed.

5.1.4.3.4 Light grading and leveling (hand raking, removal

of small rocks, breaking soil clumps).

5.1.4.3.5 Installation and watering as described above.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 5 of 17

5.1.4.4 Sprigging

5.1.4.4.1 Sprigs shall be properly cut in after placement.

5.1.4.4.2 Sprigs shall be compacted into the bedding soil or

sand.

5.2 CATEGORY B: ORGANIC MATTER, INORGANICS/MINERALS, &

SOIL CONDITIONERS

5.2.1 The Vendor shall provide both bulk and bagged options, screened and free of debris. The City expects to order a variety of materials; these materials will encompass, but are not limited to:

5.2.1.1 Organic matter: topsoil, compost, manure, peat moss, potting mix, topdressing, mulch, etc.

5.2.1.2 Inorganic/Minerals: dirt, sand, silt, clay, rock, gravel, boulder/landscape rock, etc.

5.2.1.3 Soil Conditioners: lime, sulfur, gypsum, vermiculite, pumice, etc.

5.2.2 Delivery:

5.2.2.1 The Vendor shall provide pricing for each vehicle type across the following distance categories, or the distance to the delivery locations. The delivery fee shall represent the total cost from the pickup location to the destination:

5.2.2.2 Vehicle Type:

5.2.2.2.1 Flatbed trucks;

5.2.2.2.2 10 cubic yard trucks; and

5.2.2.2.3 20 cubic yard trucks.

5.2.2.3 Distance:

5.2.2.3.1 0–10 miles;

5.2.2.3.2 11–20 miles;

5.2.2.3.3 21–35 miles; and

5.2.2.3.4 36-50 miles.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 6 of 17

5.2.3 Fuel Surcharge, if required, should be billed using the Department of

Energy (DOE) diesel average. The base price is $1.25 calculated at

6.5 MPG. Upon request, documentation for fuel surcharge must

include current DOE diesel average and miles per gallon. The maximum adjustment frequency is once a week.

5.2.3.1 Formula: (Current Fuel Price - Base Fuel Price) / Miles Per

Gallon = Surcharge per Mile.

5.2.3.1.1 Example Calculation: If diesel is $4.00, the base is

$1.25 and the truck gets 6.5 MPG, the calculation is ($4.00-$1.25)/6.5=$0.42 per mile.

5.2.3.2 Total Surcharge: The per-mile rate is multiplied by the trip distance (e.g., $0.42 x700 miles=$296 extra).

5.2.3.3 Fuel Surcharge shall be calculated from the Vendor’s

primary business location (as listed in RFP-04) to the City facility accepting the delivery. No additional mileage can be added.

5.3 CATEGORY C: GOLF SPECIALTY SOD (INSTALLED) AND

INORGANICS/MINERALS

5.3.1 Golf Specialty Sod:

5.3.1.1 REQUIREMENT – Proposers submitting for golf specialty products must be regularly engaged in the business of growing and selling turf sod or hold an authorized contract from a certified sod producer.

5.3.1.2 Sod varieties shall include: TifDwarf, TifEagle, TifGrand, TifTuf, TifSport, 419 Tif and Tifton Bermuda turf, Champion Dwarf or Celebration Bermuda turf, MiniVerde, Diamond, Zeon, and Zorro Zoysia.

5.3.1.3 Must be grown on a sand-based root zone soil mixture and must be maintained & mowed at greens height (<0.25”).

5.3.1.4 Be certified with a Texas Department of Agriculture

certification tag provided at delivery.

5.3.1.5 Be harvested no more than one (1) day prior to delivery.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 7 of 17

5.3.1.6 Be healthy, vigorous, and free from weeds, insects, disease, stones, and foreign material.

5.3.1.7 Sod installation will follow the same specifications outlined in Section 5.1.4 above.

5.3.2 USGA Sands:

5.3.2.1 REQUIREMENT – the Proposer must either:

5.3.2.1.1 Own a sand pit that provides USGA and other

sands; or

5.3.2.1.2 Have a valid active contract at the time of bidding with a sand pit that provides USGA sand, guaranteeing access to sufficient, consistent amounts of sand for the entire term of the contract.

5.3.2.2 USGA sand must be third-party tested by an American

Association for Laboratory Accreditation (A2LA) accredited facility.

5.3.2.2.1 Third-party testing must be turned in with the Bid.

5.3.2.2.2 Periodical testing may be requested, via email, at

any time during the term of the agreement.

5.3.2.3 Test type must be specified: Bunker Sand, Greensmix/Rootzone Sand, or Topdressing Sand.

5.3.2.3.1 Tests may measure particle shape or size, saturated hydraulic conductivity, porosity, air/water balance, uniformity coefficient (Cu), organic matter content, penetrometer test, crusting potential, bridging and permeability factors, etc.

5.3.2.3.2 Sand mixes may be requested such as USGA sand

mixed with Dakota Peat.

5.3.2.4 Delivery:

5.3.2.4.1 For this category, delivery fee shall be included in the cost of the sand.

5.3.2.4.2 Delivery trucks must be able to deliver at least 25-

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 8 of 17

30 tons of sand in each truckload.

5.3.2.4.3 One or more truckloads may be requested at a

time.

5.3.2.4.4 USGA sand will generally be delivered to the

following locations:

5.3.2.4.4.1 Pecan Valley Golf Course – 6400

Pecan Valley Dr. 76132

5.3.2.4.4.2 Meadowbrook Golf Course – 1815

Jenson Rd. 76112

5.3.2.4.4.3 Rockwood Golf Course – 1851

Jacksboro Hwy. 76114

5.3.2.5 Fuel Surcharge, if required, should be billed using the

Department of Energy (DOE) diesel average. The base price is $1.25 calculated at 6.5 MPG. Upon request, documentation for fuel surcharge must include current DOE diesel average and miles per gallon. The maximum adjustment frequency is once a week.

5.3.2.5.1 Formula: (Current Fuel Price - Base Fuel Price) /

Miles Per Gallon = Surcharge per Mile.

5.3.2.5.2 Example Calculation: If diesel is $4.00, the base is

$1.25 and the truck gets 6.5 MPG, the calculation is ($4.00-$1.25)/6.5=$0.42 per mile.

5.3.2.5.3 Total Surcharge: The per-mile rate is multiplied by the trip distance (e.g., $0.42 x700 miles=$296 extra).

5.3.2.5.4 Fuel Surcharge shall be calculated from the sand

location (as listed in RFP-04) to the City facility accepting the delivery. No additional mileage can be added.

5.3.2.6 Toll road usage:

5.3.2.6.1 Vendor shall ensure all vehicles are equipped with

a valid, active electronic toll tag (e.g., TxTAG, RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 9 of 17

TollTag, EZ Toll, etc.

5.3.2.6.2 All toll tags must be properly registered to the

vendor and associated with the correct vehicle

5.3.2.6.3 The contractor shall be responsible for all toll

charges incurred during the performance of services under this contract.

5.3.2.6.4 The City will reimburse the Vendor for the toll

fees incurred during the delivery of USGA Sand if:

5.3.2.6.4.1 A “Toll Authority Invoice” or “Toll

Transaction Log” is provided with the invoice

5.3.2.6.4.2 This information shall include the

date of the transaction, transaction

ID, toll amount charged, vehicle identification, including license plate number, and photo ID of the vehicle license plate

5.3.2.6.5 Non-Compliance – failure to provide the required

toll documentation may result in denial of reimbursement for toll expenses

5.4 CATEGORY D: LANDSCAPE SUPPORT PRODUCTS

5.4.1 Landscape support products are items used for landscape installation, plant establishment, erosion control, and maintenance of landscaped areas. These items may include, but are not limited to:

5.4.1.1 Bed edging materials – stone, brick, metal, composite, decorative edging, connectors, anchoring stakes, etc.

5.4.1.2 Tree stakes, staking systems, tree ties, straps, guying systems, tree guards, trunk protectors, planting containers, nursery pots, tree wrap, slow-release water bag for tree establishment, protective plant sleeves, landscape fabric, weed barriers, root barriers, etc.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 10 of 17

5.4.1.3 Erosion control materials including silt fence, safety fence, erosion control blankets, straw blankets, coir blankets, jute netting, fiber rolls, etc.

5.4.1.4 Fencing materials include wire fencing, welded wire

fencing, temporary construction fencing, T-posts, U-posts, related hardware, etc.

5.4.2 Goods must be commercial grade, weather-resistant, UV-stabilized materials, and ADA compliant when applicable.

5.5 CATEGORY E: CHEMICALS

5.5.1 Chemicals provided under this contract are to be utilized for turf and landscape management applications, including but not limited to municipal golf course operations (greens, tees, fairways, roughs, and landscape plantings), parks, athletic fields, rights-of-way, and other maintained green spaces.

5.5.2 Products shall be commercial turf and ornamental formulations or other formulations labeled for municipal use. Agricultural formulations are not acceptable.

5.5.3 This category includes, but is not limited to, fertilizers, pesticides, herbicides, fungicides, insecticides, nematicides, soil amendments, pre-emergent, growth regulators, pH adjusters, algicides, etc.

5.5.4 Agency Pricing - certain products may be designated as Agency

Priced Items by the manufacturer.

5.5.4.1 The City may accommodate manufacturer price adjustments during the contract term upon receipt of adequate documentation, such as manufacturer quotes or distributor confirmation of the price change.

5.5.4.2 Such accommodation will only apply to Agency Pricing

products.

5.5.4.3 Documentation must be received prior to the invoice date where the increase takes effect. If the Vendor fails to provide documentation prior to the invoice date, the price change will not take effect until the next purchase.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 11 of 17

5.5.4.4 Quotes must clearly identify each item designated as

Agency products.

5.5.5 All products provided for these agreements must comply with all federal, state, and local regulations, including but not limited to:

5.5.5.1 Federal Insecticide, Fungicide, and Rodenticide Act

(FIFRA)

5.5.5.2 EPA Registration Number

5.5.5.3 Texas Department of Agriculture (TDA): Products must be registered with the TDA prior to distribution or sale in

Texas, adhering to Texas Administrative Code (TAC)

Chapter 7.

5.5.5.4 Packaging must be labeled according to federal and state laws

5.5.6 Proposer must provide the SDS for products upon delivery or via email.

5.6 CATEGORY F: IRRIGATION, AERATION, & FOUNTAIN PARTS

5.6.1 Mechanical irrigation components and accessories include but are not limited to pumps, pipes, valves, fittings, controllers, field satellites, weather station, ground fault locators, backflow preventers, filters, faux rock, and emission devices like sprinklers or drip emitters.

5.6.1.1 Irrigation systems must comply with 30 Texas

Administrative Code (TAC) Chapter 344, which dictates minimum design, installation, and maintenance standards.

5.6.1.2 Key requirements include mandatory backflow prevention, rain shut-off devices, site-specific plans, water conservation measures, and licensing for installers.

5.6.2 Aeration and fountain equipment may include but are not limited to decorative aerating fountains, floating aerators, diffused air aeration systems, bottom diffusers, air compressors, blowers, diffuser assemblies, pumps, spray nozzles, fountain lighting systems, flotation devices, anchors, electrical control panels, and related components necessary for pond and lake aeration systems.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 12 of 17

5.6.3 Irrigation parts must be commercial grade and compatible with major manufacturers; smart controller options are preferred.

5.7 DELIVERY

5.7.1 The currently anticipated delivery locations are outline in Exhibit A –

Locations. Additional locations may be added throughout the term of the agreement.

5.7.2 The Vendor shall coordinate delivery dates, times, and locations with the City’s designated representative for each order.

5.7.3 Delivery shall include placement at a mutually agreed-upon staging area.

5.7.4 The Vendor shall be responsible for unloading all materials at the designated delivery location.

5.7.5 The City will not provide labor or equipment for unloading unless specifically agreed upon in advance and in writing.

5.7.6 The Vendor must provide an estimated freight cost for each quote submitted, unless it is marked for departmental pickup.

5.7.7 Pick-up:

5.7.7.1 The City may elect to pick up products directly from the vendor’s location when feasible.

5.7.7.2 No freight or delivery charges shall apply to departmental pickup orders.

5.7.7.3 The Vendor shall provide the pickup location(s), hours of operation, and any required procedures or documentation to facilitate the pickup.

5.8 QUOTE & INVOICE REQUIREMENTS

5.8.1 Supplier Name and Address

5.8.2 City ship to address

5.8.3 Complete City of Fort Worth PO number including the business unit

(e.g. FW080) and 10-digit PO number (FW080-##########)

5.8.4 Item description(s)

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 13 of 17

5.8.5 Unit pricing

5.8.5.1 Labor must be on a separate line item, if applicable

5.8.5.2 Parts must be on a separate line item, if applicable

5.8.5.3 Equipment fee must be on a separate line item, if applicable

5.8.5.4 Delivery cost must be on a separate line item, if applicable

5.8.6 Manufacturer Suggested Retail Price (MSRP) or discount percentage

5.8.6.1 If the Vendor’s system does not allow for MSRP and

discount, the discount percentage(s) may be added to the quote instead.

5.8.7 Estimated freight/fuel surcharge, if applicable

5.8.8 Toll fee estimate, if applicable

5.8.9 Any additional services

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.

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 Small Business Utilization Goal – up to 15 points available

7.1.1 Small Business (SB) Participation will be awarded points based on how closely it meets the 30% Small Business Utilization Goal outlined by the City Manager’s Office. evaluated as follows:

7.1.1.1 0% SB Participation = no points

7.1.1.2 1-29% SB Participation = determined by usage amount

7.1.1.2.1 For example, meeting “half” of the goal at 15%

utilization would receive half of the available points.

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 14 of 17

7.1.1.3 30% or more (goal met) = full points

7.2 Product Availability and Specifications – up to 25 points available

7.3 Delivery and Service Capabilities – up to 20 points available

7.4 Comparable Experience and References - up to 15 points available

7.5 Category-specific Needs – up to 10 points available

7.6 Cost – up to 15 points available

8.0 PRICING STRUCTURE

8.1 All pricing will be submitted via Bid Table BT-23HQ; pricing will not be present in any other documents.

8.2 The City will not pay separate trip fees, truck fees, fuel surcharges or other added charges not listed on the Bid Table.

8.3 Unit prices shall include all associated costs, including complete removal of all associated debris from the site.

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

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 15 of 17 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 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 a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins 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.

10.1.3 Only the Bid Table (BT-23HQ) shall refer to pricing.

10.2 Response Forms

10.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-CFW Required Forms

10.2.3 Completed and signed RFP-06-Small Business Utilization Form

10.2.4 Completed and signed RFP-07-Deviations

10.2.5 Completed and signed RFP-08-Discount Calculator

10.2.6 Signed Addendum(s)

10.2.7 Bid Table (BT-23HQ)

10.3 Technical Response

10.3.1 Equipment list:

10.3.1.1 Provide a complete list of owned and leased equipment available for this contract, specifically as it relates to delivery. If a piece of equipment is capable of servicing multiple categories your firm is bidding on, please list it in each category it can service.

10.3.2 Related projects and references:

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 16 of 17

10.3.2.1 Provide a record of at least three projects with a similar size and scope to this project.

10.3.2.2 Projects must be from the past ten (10) years;

10.3.2.3 Provide reference letters from two (2) or more current or past clients, written on their company’s letterhead.

References should include what project your firm worked on and how recently the work was performed.

10.3.3 List of exceptions, substitution, 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, select “No

Deviations/Exceptions” in “RFP-07-Deviations”.

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

RFP Ref. #: 26-0251 Doc. Ref#: RFP-02 Page 17 of 17 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.

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.

10.4 Pricing

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

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 this solicitation. Bidders are required to submit the following documentation with their proposal:

11.1 Small Business Utilization Form V1 (RFP-06) detailing how the Small

Business goal will be achieved.

11.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.