RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 1 of 21

RFP Title: Flooring Materials, Installation, and Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide flooring materials, installation, repair, and related services on an as-needed basis for the multiple City Departments.

2.0 BACKGROUND

The City is looking to award multiple vendors for agreements to install and repair a variety of flooring types, provide materials related to flooring, and perform related services such as refinishing and sealing floors. These services will be performed across all City-owned facilities on an as-needed basis as determined by each department.

3.0 SCOPE OF SERVICES

3.1 MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications may result in a submission being deemed non-responsive.

3.1.1 Proposer must have a minimum of three (3) years providing commercial flooring services as a business.

3.2 SERVICE REQUIREMENTS

3.2.1 The Vendor will acknowledge receipt of a standard service request notification within two (2) business days by responding via phone or email to the department designee.

3.2.1.1 The department designee will provide the Vendor with the location, onsite contact, and a general description of the service request.

3.2.1.2 Vendor will submit a firm fixed price quotation to the department designee in writing within five (5) business days of the service request notification.

3.2.2 Services will be performed on an as-needed basis for all City locations.

3.2.3 Vendor will perform all non-expedited service requests during regular business hours, which for the purposes of this bid are defined at Monday through Friday, from 8:00AM to 5:00PM. Work will be scheduled during this period based on what is in the best interest of

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 2 of 21 the City. Any adjustments to the scheduled time will be communicated in writing to the Vendor at least one (1) business day prior to when work is scheduled to begin.

3.2.4 If the Vendor is unable to provide the requested services during the regular designated hours, the Vendor will obtain written approval from the City designee to perform the services during non-regular hours Monday through Friday (from 5:01PM – 7:59AM), Saturday, Sunday, and City holidays. Work performed during non-regular hours which are covered under this provision, will be billed at the non-regular labor rate.

3.2.5 Vendor will provide the City with any maintenance manuals, instructions, or documents for each job performed.

3.2.6 Vendor will ensure that all work fully complies with the standard required by the Americans with Disabilities Act (ADA).

3.3 FLOORING TYPES

The types of flooring the Vendor can expect to repair will include, but not limited to:

3.3.1 Carpet (both broadloom and tile)

3.3.2 Ceramic Tile

3.3.3 Hardwood Flooring

3.3.4 Linoleum

3.3.5 Marble

3.3.6 Poured Seamless Floors

3.3.7 Raised Flooring Systems (including safety and computer flooring)

3.3.8 Rubber

3.3.9 Stone

3.3.10 Terrazzo

3.3.11 Granite

3.3.12 Limestone

3.3.13 Vinyl Composite Tile (VCT)

3.3.14 Luxury Vinyl Tile (LVT)

3.4 QUOTES

3.4.1 The below outlines information about quotes only. For invoicing

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 3 of 21 information, please see RFP-01-Instructions to Proposers Sec. 26.0.

3.4.2 For each project, Vendor will submit a firm fixed price quotation to the City designee within five (5) business days of notification.

3.4.3 The quote will be evaluated for accuracy, demonstrated

understanding of the project scope of work, schedule, and price and will be awarded to the contracted Vendor that is able to meet the project requirements at the best combined value to the City.

3.4.4 To comply with the quote process:

3.4.4.1 Vendor will provide a written firm fixed price quote, based on submitted labor rates.

3.4.4.2 The firm fixed price will include:

3.4.4.2.1 Description of the work to be performed including

the type of service or products to be provided.

3.4.4.2.2 An itemized estimate of the materials.

3.4.4.2.3 Itemized estimate of any rental equipment

required.

3.4.4.2.4 Labor cost - including number of hours (at the

contracted rates), the size of the team being quoted, and worker classifications.

3.4.4.2.5 A timeline, including proposed start and finish

dates.

3.4.4.3 The Vendor understands that the submission of a firm fixed price quotation is evidence that the Vendor 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 will be permitted based on the claim of ignorance, negligence, or false representation.

3.4.4.4 The Vendor understands that the requesting department will review the quotations and, if the quote is approved, will issue a Department Purchase Order (PO) to the Vendor who

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 4 of 21 submitted the lowest firm fixed price quote that meets the project scope of work requirements.

3.4.4.5 Vendor will understand that the Vendor will not begin to work without a purchase order from the city.

3.4.4.6 Vendor will understand that the City reserves the right to reject any and all quotes. If the City designee does not agree with the lowest fixed- price quote as presented, the City designee may contact the Vendor to discuss and resolve. Once in agreement, the Vendor will submit a revised fixed-price quote for approval to the City designee in one (1) business day, or at a time mutually agreed to between the Vendor and the City designee. The City may elect to reject the lowest fixed-price quote that does not meet project scope requirements and award to the next lowest fixed-price quote which meets the project scope of work.

3.4.4.7 Vendor will acknowledge receipt of the PO by contacting the City designee by email or phone and within two (2) business days to schedule a start date. Services will start within ten (10) business days of written approval by the City, or at a time mutually agreed to between the Vendor and City designee.

3.4.5 CHANGES TO QUOTE

3.4.5.1 Vendor will immediately notify the City designee in writing (by email) if additions, deletions, and/or revisions to a job assignment are needed.

3.4.5.2 Within one (1) business day of verbal notification, the Vendor will submit a written project quotation change request to the City designee. The City reserves the right to reject any changes to the project firm fixed price quotation requested by the Vendor. Under no circumstances will Vendor proceed with changes to the project firm fixed price quotation without written approval from the City designee.

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3.4.5.3 The quote change request will include the following:

3.4.5.3.1 The adjustment in the project time, if applicable.

3.4.5.3.2 The adjustment in the project price, if applicable.

3.4.5.4 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 Vendor will amend the original amount and, upon approval and acceptance by the City designee, of the amended fixed-price quote, will issue an updated purchase order.

4.0 SPECIFICATIONS

4.1 Services will include sealing, leveling, demolition and removal of existing surface

4.2 The Vendor will use the most sustainable, economically feasible products available and will protect the indoor air quality and health of the building occupants. It is the City’s belief that there are sufficient selections of cost-competitive, durable, and environmentally responsible flooring options available that abrasive or harmful materials are easily avoidable.

4.3 The City reserves the right to request samples, swatches, manufacturer literature, and warranty information prior to each project start.

4.4 Vendor will move and replace furniture as needed to perform services.

4.5 MATERIALS

4.5.1 In order to be able to match existing floorings and make repairs with the same or similar materials, the Vendor must be able to supply flooring materials from at least the following manufacturers:

American Tile, Armstrong, Azrock, Bigelow, Dal Tile, Dex-O-Tex, Durkan, Everlast, Interface, Invision, J&J, Johnsonite, Lees, Milliken, Mohawk, Mannington, Patcraft, Roppe, Schluter Systems, and Shaw Contract group. Throughout the term of the contract, the City may add or remove manufactures from the list.

4.5.2 Vendor will use parts and materials that are factory new, free of

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 6 of 21 defects in materials and workmanship, compatible with existing materials of the building involved, and comply with all applicable laws, ordinances, rules, regulations, and codes as approved by the City’s designee.

4.5.3 Vendor will deliver materials to the worksite in sufficient quantity to allow for continuity of work.

4.5.4 Vendor will ensure materials are new, unopened, and well-marked packaging showing product and manufacturer’s name. Damaged or unlabeled materials will not be accepted.

4.5.5 Vendor will comply with manufacturer's recommendations as to environmental conditions under which material installations may be made.

4.6 RELEVANT EXPERIENCE

Preference will be given to vendors who demonstrate experience with the following skills and types of work by way of evaluation score:

4.6.1 Working with installation and removal of carpet, epoxy floor, resilient flooring (linoleum, rubber stair treads, etc.) tile (floor and wall), and wall base finishing.

4.6.2 Work with leveling floors, surfacing and finishing wood floors, painting and sealing wood floors, and installing waterproof materials (vapor barriers, sealants, underlayment, etc.).

4.6.3 Experience inspecting for and repairing subfloor cracks, holes, abrasions, rough spots, ridges, and other conditions that may adversely affect quality installation.

4.6.4 Employing personnel well-versed in working with granite, limestone, terrazzo, and other stone surfaces to perform stone related flooring services for projects using these methods.

4.6.5 Employing personnel with a minimum of six months of experience working with hard and soft tile, marble, stone, poured floors, and terrazzo floor and basin for projects using these methods.

4.6.6 Employing supervisory personnel who have at least three combined years of supervisory and flooring industry experience.

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4.7 INSTALLATION – GENERAL

4.7.1 Vendor will ensure the subsurface is clean and free from moisture, grease, wax, paint, or other foreign substances.

4.7.2 Vendor will perform any moisture tests prior to installation and in compliance with applicable manufacturer’s guidelines.

4.7.3 The City designee may inspect the subsurface to confirm that any irregularities have been removed prior to installation.

4.7.4 Vendor will ensure that all materials used in subsurface preparation and repair will be recommended by the manufacturer and will be chemically and physically compatible with the system being installed.

4.8 CARPET

4.8.1 The Vendor will perform installations and Repairs in accordance with Carpet and Rug Institute (CRI) standards and guidelines under “CRI 104 Commercial.” Where manufacturer installation instructions or specifications exceed CRI standards and guidelines, the manufacturer’s instructions will be followed.

4.8.2 The Vendor will install or repair carpets in a manner that will allow for immediate occupancy and require no airing-out, curing, or off-gassing. This applies to installing or repairing transitions strips as well as full areas.

4.8.3 Vendor will install or repair carpets so that no wrinkles, buckles, or zippering appear and no seam failure is present.

4.8.4 Vendor will install or repair carpet from the same dye lot. Upon request, the Vendor will provide a delivery ticket to the City designee that verifies manufacturer dye lots.

4.8.5 Vendor will use manufacturer’s recommended adhesive for installation and repairs, not attach a hook tape system, school white glue, or any other adhesives not designed for use adhering carpet.

4.8.6 Vendor will contact the site contact for the project to arrange a time to unroll carpet materials 24 hours prior to the scheduled installation to allow the carpet to conform to the surrounding environment of

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65°F degrees (or higher).

4.8.7 Vendor will contact the site contact for the project to arrange a time to condition carpet tiles 48 hours prior to the scheduled installation to allow the carpet tiles to be conditioned between 60°F and 90°F.

4.8.8 The Vendor will follow the manufacturer’s recommended

installation preparation standards.

4.8.9 Upon request, the Vendor will provide the City with any usable scraps or excess at no additional cost. These materials will be covered by the cost of materials agreed upon prior to the project start.

4.8.10 The Vendor agrees to store carpet materials between 40°F and 100°F, covered, and stored in a protected and dry location. Rolls will be stacked horizontally and no higher than two high on a flat surface.

4.9 TILE

4.9.1 The Vendor shall install tiles and other piece-made floorings in accordance with the manufacturer’s installation instructions.

4.9.2 All installation shall comply with the American National Standards Institute (ANSI) A108/A118/A136.1:2024 and the standards for tile published by the Tile Council of North America (TCNA).

4.9.3 The lay design shall be symmetrical about center lines of rooms with joints to be consistent spacing between tiles and in true alignment.

4.9.4 Tiles shall be cut to fit snugly at pipes and other fixed vertical surfaces and sealed at pipes or other fixed verticals with silicone.

4.9.5 The entire surface will be smooth, straight, and free from bleeding adhesive, buckles, waves, or projecting tile edges upon completion.

4.10 RESILIENT FLOORING

4.10.1 Vendor will perform installations in accordance with the Resilient Floor Covering Institute standards and guidelines.

4.10.2 Vendor will include application of sealant and/or wax for flooring installation as directed by the City.

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4.10.3 Vendor will prepare the concrete, strip wood, plywood, old wood, and/or terrazzo/ceramic subsurface in accordance with the manufacturer’s instructions.

4.10.4 Vendor will use adhesives with low to no volatile organic compounds (VOCs), defined as chemicals that readily evaporate at room temperature. Products will have minimal odor and allow for immediate occupancy without the need for airing-out, curing, or off gassing.

4.11 EPOXY

4.11.1 Vendor will utilize high-performance resinous material.

4.11.2 Vendor will utilize a coating that is sanitizer and degreaser proof/resistant.

4.11.3 Vendor will utilize a coating that is scratch, abrasion, and slip resistant, urine-proof, and highly durable that can withstand high foot traffic – including dog nails and daily cleaning.

4.11.4 Vendor will utilize a coating that is available in multiple colors, including flake, and has a vibrant and high gloss finish appearance.

4.12 EPOXY COATING FOR HIGH USED AREAS

4.12.1 Vendor will sand down existing coating.

4.12.2 Vendor will use coating for dog kennel flooring for over anything 20,000 sq. ft. or more of existing concrete.

4.12.3 Vendor will use flooring that is a high-performance, resinous material.

4.12.4 Vendor will use flooring that is sanitizer and degreaser proof/resistant.

4.12.5 Vendor will use flooring that is available in multiple colors, including flake.

4.12.6 Vendor will use flooring that has a 5-year warranty at minimum.

4.12.7 Vendor will use flooring that is urine-proof.

4.12.8 Vendor will use flooring that is scratch and abrasion resistant.

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4.12.9 Vendor will use flooring that is slip resistant.

4.12.10 Vendor will use flooring that has a quality appearance, such as vibrant colors and high gloss finish.

4.12.11 Vendor will use flooring that is highly durable that can withstand high foot traffic, dog nails, and daily cleaning

4.13 SURFACE REFINISHING, CLEANING AND RESEALING

4.13.1 Vendor will use an oil-modified finish urethane product. Requests to use any other product will be submitted in writing with the service quote. The department contact will provide approval in writing for any product exceptions.

4.13.2 Vendor will apply refinishing and resealing products in strict accordance with manufacturer’s instructions and specifications. The City may request a sample test of the finish to ensure and verify the application rates meet the manufacturer’s guidelines.

4.13.3 Vendor will machine-sand the surface with three (3) grits of sandpaper, all edge trim with same grades of paper, and screen disc entire floor with 80-grit screens. The Vendor will vacuum completely, removing all dust from the work area.

4.13.4 Vendor will apply two (2) coats of sealer and will allow complete drying time between coats. The Vendor will screen the surface with 100-grit sanding screen between coats, completely removing all dust from the surface before applying coats.

4.13.5 Vendor will ensure that any artwork, lines, and markings are restored to match existing work. This may include reproducing any distinctive markings, such as identification markings or logos from individual recreation centers. The department contact will provide written verification and approval of all marking and stripping before installation.

4.13.6 Vendor will mask surfaces to ensure crisp lines.

4.13.7 Vendor will apply oil-based enamel for lettering and lines in a manner that is mutually agreed to between the Vendor and requesting department.

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4.13.8 Vendor will apply three (3) coats of finish, burnishing surface with steel wool or 120- grit screens between coats, and will allow complete drying time between coats as recommended by the manufacturer.

4.13.9 Vendor will secure the area and allow surfaces to dry at a minimum of 72 hours for proper curing.

4.13.10 Vendor will clean and reseal the surface as requested by the site representative.

4.14 JOB SITE CONDITIONS

4.14.1 Vendor will clean job sites on a daily basis and keep work areas in an uncluttered condition. Upon completion and prior to final inspection of a project, the Vendor will be responsible for the removal of all debris and unused material from City premises, at the Vendor’s expense. The Vendor will leave work areas in a condition similar to or better than the condition of the area before any work was performed.

4.14.2 Vendor will remove any drips of adhesives from all walls, floors, and other finished surfaces that were not present before work commenced at job completion. Failure to do so when requested by the site representative will result in the work being done by the City and being charged to the Vendor.

4.14.3 Failure to clean up job site both to the standards discussed during the job inspection/quote and as specified in this document may result in payment being held until the work is completed.

4.15 MISCELLANEOUS SERVICES

4.15.1 The City may request other flooring related work or services that are not specified herein. The Vendor will perform requested miscellaneous services after the City designee authorizes such services, in writing, by issuing a Purchase Order. These related services will be performed in accordance with all provisions of this Contract including the quote process.

4.16 RIGHT OF INSPECTION

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4.16.1 Vendor will provide the City the ability to perform quantitative and/or qualitative examination of the Vendor’s materials or methods related to any request for service under the terms of this contract.

The City may perform tests for film thickness, chemical resistance, color match, flame spread, grout composition, and mastic volatility to name a few, but these are not all inclusive of the tests that may be required. The City will, to the best of its ability, specify any testing required in the request for services.

4.16.2 Vendor will make all supplies available to the City for inspection and approval for use by the City designee.

4.16.3 Vendor will understand that work performed is subject to inspection and approval by the City designee upon completion of a project.

Payment will not be made for any service until the City designee has approved acceptance of service as to contract compliance.

4.17 EQUIPMENT

4.17.1 Vendor will provide all equipment and in sufficient quantities to adequately perform all services. Equipment will be made available to the Vendor's employees at all times.

4.17.2 Vendor will provide all equipment in good operating condition and should meet or exceed Occupational Safety and Health Administration (OSHA) industry standards.

4.17.3 Vendor will not store equipment on the City premises, except that equipment may temporarily be left in buildings while work is being performed with approval from the department contact.

4.17.4 Vendor will ensure that any motorized or mechanical equipment such as lifts, booms, scaffolds, etc. will be cleared with the site representative prior to use. The City reserves the right to inspect equipment before use at City facilities.

4.17.5 Vendor will not use gasoline, natural gas, diesel, or propane-powered equipment inside a facility without the written permission of the site representative.

4.17.6 Vendor will use non-marking tires and will clean tires and treads before entry into the facility. In addition, the City may require a

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 13 of 21 covering to be laid on the floor to protect the floor from the equipment.

4.17.7 Vendor will be responsible for any damage resulting from tire burns, battery leaks, oil or hydraulic leaks, scrapes or scratches.

4.17.8 The City may stop work at any time if inferior equipment (such as leaking solvents, safety risk, creating hazardous conditions, damaging City property, etc.) is in use by the Vendor. The City will have the sole and final authority in determining if Vendor’s equipment is inferior. The Vendor will be responsible for any loss or damage to rented or owned equipment used while performing services under this contract. The Vendor will not charge the City for expenses incurred by Vendor or its Subcontractor for loss or damage to equipment or tools rented or Vendor owned equipment.

4.18 DISPOSAL OF PARTS, NON-HAZARDOUS AND HAZARDOUS

MATERIALS

4.18.1 Vendor will be responsible for handling, transporting, and disposing of all material waste, oils, and solvents in accordance with all applicable laws, rules and regulations to ensure the highest level of safety to the environment and public health at no additional cost to the City. Recycle all carpet waste and scraps, as appropriate, and accounted for with disposal receipts for verification.

4.18.2 Upon request, the Vendor will provide the manifest ticket for hazardous materials or other proof of proper disposal on request within ten (10) business days.

4.18.3 Vendor will be responsible for any hazardous materials brought to the site by the Vendor.

4.18.4 Vendor will immediately notify the Contract Manager and onsite City representative of any suspected hazardous materials encountered before or during performance of work and will take all necessary precautions to avoid further disturbance of the materials.

The City will be responsible for any hazardous material uncovered or revealed at the site which was not shown, indicated or identified previously.

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4.18.5 Vendor will resume work at the affected area of the project only after the departmental contact provides written certification that the hazardous materials have been removed or rendered harmless and all necessary approvals have been obtained from all government and quasigovernment entities having jurisdiction over the project or site.

The Vendor will be responsible for continuing the work in the unaffected portion of the project and site

4.19 EMERGENCY/EXPEDITED SERVICES

4.19.1 On rare occasions, the City may require the Vendor to respond to expedited service requests. Expedited services are defined as a service that addresses a threat to public safety, health, or real property. The Contract Manager or designee will have the sole and final authority in determining when services will be designated as an expedited.

4.19.2 In the event that there is not a dedicated phone line or contact method for after-hours service, the Vendor must include an emergency contact with their proposal.

4.19.3 Vendor will acknowledge an expedited request within two (2) hours or less and be onsite within four (4) hours unless otherwise approved or agreed upon by the City designee. The response time will begin at the time the call is made and end at the time the appropriate Vendor’s employee signs in at the work site.

4.19.4 Vendor will provide a complete fixed-price quote with an estimated completion time to the City designee within two (2) hours of arrival to the job site. If two (2) hours is not enough time to complete the quote, vendor will notify the City designee to request additional time or to request a verbal quote to be provided. The Vendor and City designee may mutually agree that a verbal quote for expedited flooring services will meet the needs of the City. Verbal quotes will not release the Vendor from its responsibilities as described by the terms of this document.

4.19.5 If providing a verbal fixed-price quote for expedited flooring services, Vendor will provide the City designee with a written fixed-price quote, and summary of the services performed within two (2)

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4.19.6 Vendor will understand that the City reserves the right to contact other vendors to fulfill the requirements of the expedited services in the event the Vendor cannot respond to the expedited repair as required by this scope of work.

5.0 WARRANTY

5.1 Vendor will provide documentation for the manufacturer’s warranty with the final invoice.

5.2 Vendor will understand that work not conforming to these warranties will be considered defective.

5.3 Vendor will understand this warranty of materials and workmanship is separate and independent from and in addition to any of the Vendor’s other guarantees or obligations in this contract.

5.4 Unless otherwise specified, all work by the Vendor shall be guaranteed against defects resulting from the use of inferior materials, equipment, or workmanship for one (1) year or more from the date of final acceptance in writing of the entire project by the City. Equipment and facilities which have seasonal limitations on their operation will be guaranteed for one (1) full year from the date of seasonally appropriate tests and the written acceptance by the City. The Vendor will provide a warranty to include at a minimum, but not limited to the following:

5.4.1 Vendor will repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, any and all defective work and products. The City defines "prompt" repair or replacement to be within twenty- four (24) hours after notification by authorized City personnel or as agreed by City and Vendor.

5.4.2 Vendor will remedy at the Vendor’s expense any non-conforming or defective products or work. In addition, the Vendor will remedy at Vendor’s expense any damage to real or personal property owned by the City of Fort Worth, when that damage is the result of a defect of products furnished.

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5.4.3 If the Vendor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City of Fort Worth will have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Vendor’s expense.

5.5 Warranty will not include failures attributable to accident, fire, or negligence on the part of City personnel.

5.6 Vendor will obtain all warranties that would be obtained in normal commercial practice.

5.7 Vendor will enforce all warranties for the benefit of the City of Forth.

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 25 points available

7.1.1 Small Business (SB) Participation will be evaluated as follows:

7.1.1.1 0% SB Participation = 0 points

7.1.1.2 1-10% SB Participation = 10 points

7.1.1.3 11-20% SB Participation = 15 points

7.1.1.4 21-29% SB Participation = 20 points

7.1.1.5 30% or more (goal met) = 25 points

7.2 Staff and Tenure – up to 10 points available

7.3 Qualifications and Experience – up to 10 points available

7.4 Materials and Fulfilment – up to 10 points available

7.5 Method of Approach – up to 25 points available

7.6 Cost – up to 20 points available

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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 Small Business Utilization form V1 (RFP-06) detailing how the Small Business goal will be achieved.

8.2 Current Small Business Certification issued by a certifying entity approved by the City Manager. For a complete list of approved certifications, please visit https://www.fortworthtexas.gov/departments/econdev/sbdp.

9.0 PRICING STRUCTURE

9.1 All pricing will be submitted via Bid Table BT-67TY; pricing will not be present in any other documents.

9.2 Labor rates per square foot or per yard, whichever is appropriate, should include all costs associated with the specified work, including but not limited to all labor charges, handling, delivery, use of tools and equipment, needed materials, fuel charges, moving furniture, and certifications fees

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

9.4 While Proposers are not required to bid on all lines, a bid of zero (0) will be interpreted by the City as a no-charge (free) item, and the City will not be expected to pay for that item. If a Proposer does not wish to bid on a specific line, please select “No Bid.”

9.5 Additional charges not listed on the bid table will not be accepted or paid by the City.

10.0 CONTRACT AWARD PROCESS

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

10.2 An Evaluation Panel consisting of representatives from various City

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

10.4 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.

10.5 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.

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

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

11.0 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.

11.1 Proposal Format Requirements

11.1.1 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.

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

11.1.3 Only the Bid Table (BT-67TY) shall refer to pricing.

11.2 Response Forms

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 19 of 21

11.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

11.2.2 Completed and signed RFP-05-CFW Required Forms

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

11.2.4 Completed and signed RFP-07-Deviations

11.2.5 Completed RFP-08-Discount Calculator

11.2.6 Completed RFP-09-Reference Sheet

11.2.7 Signed Addendum(s)

11.2.8 Bid Table (BT-67TY)

11.3 Technical Response

11.3.1 Small Business Participation – Submit a current Small Business Certification issued by a certifying agency listed under section b of Small Business Program.

11.3.2 Staff and Tenure – provide a summary that includes but is not limited to: the number of regularly-available staff, how staffing for a project is determined, experience of supervisory staff, how shortages in staff are addressed.

11.3.3 Qualifications and Experience – provide a statement of qualifications on company letterhead that includes but is not limited to: length of time in business, geographical area of operations, professional affiliations, experience with similar scopes and volume of work, experience with municipalities.

11.3.4 Materials and Fulfilment – provide information related to supplier relationships, any outstanding supply issues, how material backorders are handled, timelines from order to product being on site.

11.3.5 Method of Approach – provide information that attests to the quality of work and capability of firm including but not limited to: types of work performed, examples and photos of past projects, finishing practices, site preparation and moisture control, quality control.

11.3.6 List of exceptions, substitution, clarifications, additions

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 20 of 21

11.3.6.1 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.

11.3.6.2 If no exceptions are taken, select “No

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

11.3.6.3 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.

11.3.6.4 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.

11.3.6.5 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.

11.3.6.6 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

RFP Ref. #: 26-0144 Doc. Ref#: RFP-02 Page 21 of 21 explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

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

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

11.3.6.9 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.

11.4 Pricing

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