CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0270 Doc. Ref#: RFP-02 Page 1 of 22 RFP Title: Ice Machine Rental and Maintenance

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is requesting proposals from qualified companies to provide ice machine rental, routine maintenance, and repair services located at City of Fort Worth facilities.

The City reserves the right to award agreements to one or more qualified Vendors.

Awarded Vendor(s) shall provide all labor, supervision, equipment, materials, transportation, and other resources necessary to perform the requested services. The successful respondent(s), hereafter referred to as “Proposer” or “Vendor,” shall provide all labor, supervision, equipment, materials, and transportation necessary to perform the requested services.

2.0 VENDOR REQUIREMENTS

2.1 The Vendor will provide maintenance services to all equipment according to manufacturer’s recommendations or as requested by Contract Administrator or Designee.

2.2 The Vendor will respond to all service requests within four (4) hours and have a technician on site no later than forty-eight (48) hours from the time of the initial request.

2.2.1 There may be instances when the Vendor may be asked to accelerate service requirements due to extenuating circumstances.

2.3 In the event the Vendor is unable to meet the original service date(s) the Contract Administrator or Designee must be contacted immediately, but prior to the due date, and seek an extension of the delivery date. Failure to comply with the delivery terms may result in termination of the Agreement.

2.4 The Vendor will assign an Account Manager to the City’s account who is able to maintain open and timely communication with City staff at all times. The Account Manager must be able to be reached during normal business hours to respond to requests and dispatch technicians as needed. Normal business hours are defined as Monday through Friday 8:00 am – 5:00 pm.

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2.5 The Account Manager will be solely responsible and accountable for the quality of work, providing supervision, and addressing disciplinary issues that may arise in connection with its workers. The Account Manager must be directly reachable by telephone or email. An answering service or answering machine is not acceptable. An escalation matrix will be used in the event the Account Manager is not available or is unable to resolve an issue to the City’s satisfaction. If changes are made, a revised matrix must be submitted to the City’s Contract Administrator with the most current contact information.

2.6 The ice machines are located at various facilities throughout the City, provided in Attachment A. It is up to the awarded Vendor to confirm the location of the ice machine and secure the Purchase Order from the requesting Department at the time an order is placed to ensure proper payment will be received for the services.

2.7 The Vendor will provide and install new parts that meet or exceed the original equipment manufacturer (OEM) specifications. The use of used, remanufactured, and/or aftermarket parts is prohibited without prior written authorization by the Contract Administrator or Designee. Should the City discover the use of said prohibited parts, the Vendor will be required to replace all prohibited parts within 24 hours to include necessary labor at no additional cost to the City.

2.8 The Vendor will maintain a quantity of on-hand parts and parts availability to adhere to all requirements and time standards described within the specifications.

2.9 The Vendor will provide, at no additional cost, all necessary equipment to include but not be limited to tools to facilitate the maintenance, cleaning and repair of ice machine(s).

2.10 The Vendor shall comply with City regulations concerning the conduct of company personnel while on City premises. Entrance to secured areas will require a current driver’s license and adherence to City security policies and procedures.

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2.11 The Vendor shall own and supply all equipment used to perform maintenance and repair services. Subcontracting and/or leasing of equipment used to perform services is prohibited. Proof of equipment ownership and documentation of employees must be readily available to the City upon request.

2.12 The Vendor shall provide twenty-four (24) hour, seven (7) day per week emergency repair service when requested by the City, at no additional cost when the request is due to extenuating circumstances.

2.13 The risk of loss from any cause shall be borne by the Vendor until actual service and acceptance by the City.

2.14 The City reserves the right to add or delete service locations. Additions will be invoiced according to established contract pricing, and the City is obligated to pay only for services requested by an authorized City representative.

3.0 CITY OWNED ICE MACHINE SERVICE REQUIREMENTS

3.1 The Vendor will provide all necessary labor to facilitate the maintenance, cleaning, and repair of ice machine(s). The hourly labor rate will be based upon one (1) technician per hour.

3.2 Prior to the beginning of any work, the Vendor will email the Contract Administrator or Designee a preliminary itemized estimate for the work to be performed. The City may require the Contractor to perform an onsite visit and review of the work to be performed at no additional cost to the City, prior to the issuance of a purchase order.

3.3 The Vendor will immediately email the Contract Administrator or Designee an amended estimate if any additional repair work not quoted on the original estimate is required. Prior to beginning any additional work, a revised purchase order must be issued. No additional work may be performed without an approved purchase order or payment may not be issued.

3.4 The hourly labor rate will be for normal business hours, defined at 8:00 am – 5:00 pm Monday through Friday.

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3.4.1 All other fees and travel expenses are to be included in the applicable hourly rate. No additional charges will be accepted by the City.

3.5 The Vendor will provide documentation of the cost for all parts upon request by Contract Administrator or Designee.

3.6 Prior to beginning work, the Vendor will sign in with the on-site Department representative and sign out upon completion. All completed work is subject to inspection, and the Vendor will provide a service ticket to be reviewed and signed by an authorized City representative, and this signed service ticket must accompany the corresponding invoice submitted for payment.

3.7 Semi-Annual preventative maintenance will be based on a flat fee per appliance.

3.8 When parts such as compressors and pumps fail on City-owned equipment, the Vendor will provide replacement parts to the City at a discounted rate.

3.9 If a repair cannot be completed within one (1) business day, the Vendor will provide a temporary replacement unit for the affected ice machine in coordination with the requesting Department.

3.10 Semi-Annual preventative maintenance of ice machines will include at minimum:

3.10.1 Cleaning and sanitizing of the water system following manufacturer’s recommendations

3.10.2 Testing ice production output and adjusting as needed

3.10.3 Checking coils, drains, refrigerant charge, and electrical connections, including voltage, phase, and frequency, to verify compliance with manufacturer specifications

3.10.4 Checking and adjusting defrost time clocks

3.10.5 Lubricating motors as necessary

3.10.6 Cleaning condensers and/or air filters if included with the unit following manufacturer’s recommendations

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3.10.7 Cleaning and maintenance of evaporator following manufacturer’s recommendations

3.10.8 Checking external filter system and changing cartridges as needed

3.10.9 Checking inlet water valve screens

3.10.10 Conducting bearing and auger inspection on extruded ice machines

3.10.11 Conducting a visual inspection of the components, controls, wiring for oil spots, loose wires, loose fasteners, corrosion, etc., and replace as needed.

3.10.12 Cleaning the bin interior and exterior following manufacturer’s recommendations.

3.10.13 Cleaning all covers and doors following the manufacturer’s recommendations.

3.10.14 Conducting annual bearing inspections

3.10.15 Providing a label indicating the date of service.

3.10.16 Cleaning of work area and removal of all trash, parts, and other debris and disposed of properly.

3.11 The Vendor will always follow the manufacturer’s cleaning instructions and best industry practice and use the correct type and mixing solution for the cleaner; for example, units which have plated evaporators require the use of a nickel-safe cleaner.

3.12 After all service calls, the Vendor will provide a service report to be submitted with the invoice. Failure to submit a service report may result in payment delays.

3.13 The service report will be on company letterhead and include at minimum:

3.13.1 Service address

3.13.2 Service date

3.13.3 Service start and end times

3.13.4 Unit name and description

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3.13.5 Description of services performed

3.13.6 Recommendations for additional services

3.13.7 Technician name and signature

3.13.8 City Representative name and signature

4.0 ICE MACHINE RENTAL SERVICE REQUIREMENTS

4.1 Monthly rental fees of equipment will include all preventative maintenance, repairs, or other service calls to maintain the equipment provided.

4.2 The Vendor will provide the rental of the same or similar ice machine and corresponding bin and/or combination of ice machines/water dispensers in the descriptions provided in Attachment A.

4.3 The Vendor will deliver, install, and make each rental unit fully operational in accordance with manufacturer requirements, and will supply all necessary hardware and accessories, including plumbing materials, pipe, tape, and seals, to ensure a fully functioning unit.

4.4 Where a rental unit is replacing an existing ice machine, installation will consist of removing the existing unit and installing the replacement. Water source, electrical power, and condensation drainage are already in place at these locations, and the cost of delivery and installation will be the sole responsibility of the Vendor.

4.5 The rental of ice machines and corresponding bins, and/or combination of ice machines/water dispensers furnished shall be new and meet all Environmental Protection Agency (EPA) and Texas Commission on Environmental Quality (TCEQ) regulations.

4.6 Equipment supplied will be approved by the National Sanitation Foundation (NSF) and approved certification will be attached to each machine.

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4.7 An identification tag showing the date of equipment manufacture of no more than six (6) months prior to the current date of installation must be securely fastened to the equipment.

4.7.1 If during the contract period an originally installed ice machine needs to be replaced, the ice machine must be replaced with equipment manufactured no earlier than six (6) months prior to the date of replacement.

4.7.2 ID tags will remain on the equipment for the duration of the contract.

4.8 All ice machines will be capable of producing cubed, nugget, or pellet ice. All ice machines and/or combination ice machines/water dispensers will have an insulated stainless steel or plastic interior storage bin in accordance with the most recent Air Conditioning & Refrigeration Institute (ARI) standards.

4.9 All units will operate from one hundred ten volt (110v) to one hundred twenty-five volt (125v), except where the size of the machine required two hundred eight volt (208v) to two hundred thirty volt (230v).

4.10 Ice machines will be capable of producing at full capacity under the conditions of ninety (90) degree ambient temperature and seventy (70) degree water temperature.

4.10.1 Example: A five hundred (500) pound capacity machine must produce at least five hundred (500) pounds of ice in a twenty-four (24) hour period under the conditions of ninety (90) degree ambient temperature and seventy (70) degree water temperature.

5.0 SAFETY REQUIREMENTS

5.1 The Vendor will take all reasonable precautions for the safety of employees on the worksite and shall erect and properly maintain all necessary safeguards for the protection of workers and the public. The Vendor will post warning signs against all hazards created by the operation and work in progress. Proper precautions shall be taken pursuant to state law and standard practices to protect workers, the general public, and existing structures from injury or damage.

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5.2 Supervision – The Vendor shall, during all periods of contract performance, provide competent supervision of its employees to assure complete and satisfactory fulfillment of the work and the terms of the Contract. The Vendor or a capable, fully authorized representative must be immediately available during all work activities to receive any and all special instructions from the Purchasing Manager or his/her designee.

5.3 The Vendor shall carry insurance against all bodily exposure/injury and property damage.

5.4 Safety – The Vendor must be thoroughly familiar with and comply with all prevailing safety measures pertinent to its operations and employees. This shall include, but not necessarily be limited to, EPA regulations, Fort Worth City Ordinances, and Occupational Safety and Health Agency (OSHA) regulations.

In addition, the Vendor shall be wholly responsible for instructing its employees in these safety measures and seeing that they are fully complied with in every respect. The Vendor will provide all Personal Protective Equipment to its employees to ensure job site safety.

5.5 Hazards – The Vendor shall at no time permit placing or use of equipment in such manner as to create safety hazards. Vendor personnel shall provide appropriate warning devices when necessary and cooperate in the fullest in allowing through passage of other vehicles and personnel, even to the point of interrupting their own work, if necessary.

5.6 Defective Work and Damages – The Vendor shall be wholly responsible for and shall promptly correct or restore all defective Work or damages to any/all City facilities caused by its activities. Restoration and correction shall be to the complete satisfaction of the City. This shall apply to any part of a building, its appurtenances, the adjacent grounds, or any other tangible damage incurred in the performance of the Contract. Failure by the Vendor to proceed promptly with corrective actions may be cause for cancellation of this Contract, with amount(s) necessary to correct defective work and/or damage being withheld from payments due or to become due to the Vendor.

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6.0 AGREEMENT TERM

6.1 The term of the Agreement shall be for a one (1) year period, with up to four (4) options to renew for additional one (1) year periods.

7.0 FACILITY-SPECIFIC LOCATIONS AND EQUIPMENT

7.1 The Vendor shall comply with all applicable federal, state, city, and county regulations and codes pertaining to the maintenance of ice machines at these locations.

7.2 Unless otherwise authorized by the Department, normal business hours for service at Municipal Court Department locations are 7:00 a.m. to 5:00 p.m., Monday through Friday.

8.0 UNIT REPLACEMENT, TRANSITION, AND INSTALLATION

TIMEFRAME

8.1 The Contractor shall execute a phased rollout and installation of all new ice machines over a period not to exceed ninety (90) calendar days from the Effective Date of the Agreement.

8.2 Dedicated water lines, drains, and electrical outlets are already available at each installation site. The Contractor shall perform the final utility connections from the new unit to these existing City utilities.

8.3 The Contractor must supply and install a brand-new water filter, water hoses/lines, and electrical power cord with each new unit installation. Reusing existing lines, cords, or filters from the outgoing vendor’s equipment is strictly prohibited.

8.4 Because existing units are currently leased from an incumbent vendor, the Contractor must coordinate a seamless transition to prevent disruptions in ice service. The Contractor shall disconnect the incumbent’s unit immediately prior to installing the new unit.

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8.5 The Contractor shall carefully move the disconnected incumbent unit to a designated safe storage location on-site (e.g., a loading dock or equipment room) as directed by the City department contact. The incumbent vendor will be responsible for final removal from the premises.

8.6 Upon completion of each installation, the Contractor shall test the machine, verify proper water flow, confirm successful ice production in strict accordance with the manufacturer’s requirements, and clean up the work area, including disposing of all packaging and wiping up any water spills, before requesting a City staff sign-off.

8.7 The Contractor shall provide and replace water filters on a quarterly basis as part of the routine preventative maintenance program at no additional cost to the City.

8.8 Within fourteen (14) calendar days of contract award, the Contractor shall collaborate with the City to finalize a weekly transition schedule. This schedule will be shared with the incumbent vendor to align the removal timeline.

8.9 The transition must meet the following baseline milestones:

8.9.1 Phase 1 (Days 1–30): 33% of total contract units transitioned and operational.

8.9.2 Phase 2 (Days 31–60): 66% of total contract units transitioned and operational.

8.9.3 Phase 3 (Days 61–90): 100% of all contract units fully installed and operational.

9.0 SERVICE, REPAIRS, AND REPLACEMENT UNITS

9.1 Prior to dispatching a technician or arriving on-site for any reason, including diagnostics, routine maintenance, emergency repairs, or replacements, the Contractor must receive both a formal service call from an authorized City representative and a valid City Purchase Order (PO) number.

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9.2 The City shall not be held liable for any travel expenses, labor costs, diagnostic fees, or parts replacement costs incurred by the Contractor prior to the issuance of a valid PO number.

9.3 For Contractor-owned rental units, the monthly rental rate shall be all-inclusive;

the City will not pay for travel time, labor, diagnostic fees, parts, or service calls associated with maintaining or repairing rental equipment, and all such costs must be borne solely by the Contractor.

9.4 For City-owned units, the City will pay for authorized labor, diagnostics, parts, and scheduled bi-annual maintenance per the contracted price sheet.

Replacement parts and water filter media used during routine maintenance will be billed to the City at the specific percentage discount listed by the bidder on the official bid form, provided such items are pre-authorized on the PO; the City will not pay for technician travel time or mileage.

9.5 Emergency Repairs are defined as a critical system failure where the ice machine is entirely inoperable, failing to produce ice, leaking water excessively onto the floor causing a safety hazard, or exhibiting a severe mechanical malfunction that threatens facility safety or operations.

9.6 Routine Repairs are defined as minor component failures or issues that do not immediately halt ice production or create an active safety hazard, such as damaged exterior panels, broken door hinges, squeaking fans, loose trim, or indicator light malfunctions.

9.7 Routine Maintenance for rental units is defined as scheduled preventative services, including deep cleaning, chemical sanitizing, scale removal, system diagnostics, and the quarterly water filter replacements described above.

9.8 Bi-Annual Maintenance for City-owned units is defined as comprehensive preventative maintenance performed twice per calendar year, including deep cleaning, chemical sanitizing of the bin and components, scale removal, water filtration media replacement, system diagnostics, and a baseline mechanical inspection. If a unit operates in an environment requiring more frequent servicing, department staff may authorize up to two (2) additional cleanings and

RFP Ref. #: 26-0270 Doc. Ref#: RFP-02 Page 12 of 22 sanitizations per calendar year at the same contracted unit rate, pre-authorized via a City PO.

9.9 For rental units, the Contractor must arrive on-site within four (4) hours of receiving an authorized emergency service call and a valid PO number; for City-owned units, the Contractor must arrive within twenty-four (24) hours.

9.10 Routine repairs and scheduled maintenance must be performed during normal City business hours and coordinated with the designated department contact at least forty-eight (48) hours in advance.

9.11 The Contractor shall guarantee all repair labor and replacement parts provided for City-owned equipment against defects in materials and workmanship for a baseline minimum of ninety (90) calendar days from the date of repair completion, or the standard commercial warranty period submitted by the vendor in its bid, whichever is longer. If a warranted part fails or the same issue recurs within this window, the Contractor shall replace the part and perform corrective labor at no additional cost to the City and without a new diagnostic fee.

9.12 If a Contractor-owned rental unit cannot be repaired and made fully operational within twenty-four (24) hours of the initial authorized service call, the Contractor shall replace it with an identical or City-approved equivalent model at no additional cost to the City, fully installed and operational within forty-eight

(48) hours of the initial service call and PO issuance.

9.13 If a City-owned unit is deemed by the Contractor to be beyond economic repair, the Contractor shall provide a written diagnostic report and cost estimate to the ordering department within twenty-four (24) hours of inspection. If the City elects to purchase a new replacement unit, the Contractor shall deliver, install, and connect it within ten (10) business days of receiving an authorized purchase order; if the City instead elects to transition the location to a rental agreement, the Contractor shall deliver and install a rental unit within forty-eight (48) hours of receiving an updated purchase order.

9.14 If any ice machine, rental or City-owned, is out of service for more than twenty-four (24) hours following an authorized service call, the Contractor shall deliver

RFP Ref. #: 26-0270 Doc. Ref#: RFP-02 Page 13 of 22 bagged ice to the affected facility daily, at no additional cost to the City, until the machine is fully repaired or replaced.

10.0 ADDITIONAL CONTRACTOR QUALIFICATIONS AND COMPLIANCE

REQUIREMENTS

10.1 The Contractor shall have and operate a full-time, permanent business address with the continuous ability to be reached by both email and telephone.

10.2 The Contractor shall provide documented proof that the company has been continually engaged in the Air Conditioning and Refrigeration (ACR) industry for a minimum of ten (10) consecutive years.

10.3 The Contractor shall exclusively employ technicians who possess a minimum of five (5) years of ACR experience and hold a valid ACR license issued by the State of Texas, and shall submit verifiable proof of these credentials and licenses with the bid submittal packet.

10.4 The Vendor shall fully comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Any violations must be immediately reported to the City, the Federal awarding agency, and the Regional Office of the Environmental Protection Agency (EPA).

10.5 EPA Refrigerant Compliance: The Contractor shall strictly adhere to Section 608 of the Clean Air Act regarding the proper handling, recovery, recycling, and disposal of all refrigerants, including CFCs, HCFCs, and HFCs, during equipment servicing, repair, or decommissioning. All technicians dispatched to City sites must hold current EPA Section 608 certification, and the Contractor must maintain detailed recovery logs and provide certified disposal documentation to the City upon request.

10.6 Equipment Certification: All equipment, parts, and rental units provided under this Agreement must be ETL Sanitation Certified and fully conform to NSF/7 requirements for food safety. The Contractor must maintain documentation proving this compliance throughout the life of the contract.

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11.0 CURRENT CITYWIDE ICE MACHINE INVENTORY

11.1 The City currently leases and/or operates the following brands of ice machines, storage bins, and related equipment across its various departments: Manitowoc Ice; Ice-O-Matic; Hoshizaki America, Inc.; Follett LLC; Oliver Refrigeration;

Foster Refrigerator/Foster Ice; Avantco Refrigeration; Icetro America, Inc.; and ITV Ice Makers, Inc.

11.2 Bidders must ensure that any new rental equipment or replacement parts proposed under this Agreement are fully compatible with the dimensional, spatial, plumbing, and electrical requirements established by these existing setups. If a Contractor-proposed unit is not fully compatible with existing setups, the Contractor shall be solely responsible for executing and funding all necessary plumbing, electrical, or structural modifications required to make the unit fully operational, at no additional cost to the City.

12.0 BRAND NAME OR EQUAL

12.1 Any manufacturer’s names, trade names, brand names, or catalog numbers listed in this specification are for information only and are not intended to limit competition unless otherwise indicated. Bidders may offer any brand for which they are an authorized representative that meets or exceeds the bid specification for any item listed; if bids are based on an equivalent product, the bidder shall indicate the manufacturer’s product name and reference number on the bid solicitation.

12.2 Bidders shall submit proposals, cuts, sketches, descriptive literature, and/or complete specifications, and shall explain why the proposed equivalent meets the specifications rather than constituting an exception to them. Bids that do not comply with these requirements are subject to rejection, and bids lacking any written indication of intent to bid an alternate brand will be considered incomplete.

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12.3 The Purchasing Manager or designee will evaluate an “equal” product based on information furnished by the bidder or otherwise reasonably available, and is not responsible for locating or obtaining information not identified in the bid.

12.4 Unless the bidder clearly indicates that the product offered is an “equal” product, the bidder shall provide the brand-name product referenced in the bid.

13.0 UNIT PRICE ADJUSTMENT

13.1 The Vendor may request a Price Adjustment, up to one time per quarter, based on demonstrated Price Adjustment Justification. A Price Adjustment is an unplanned or unanticipated change, upward or downward, from the established contract price. Requests must be initiated by the Vendor, and it is within the sole discretion of the City to determine whether an adjustment is necessary and/or acceptable.

13.2 Quarterly refers to the City’s fiscal year quarters, beginning October 1: Q1, October 1 – December 31; Q2, January 1 – March 31; Q3, April 1 – June 30; and Q4, July 1 – September 30.

13.3 Price Adjustment Justification means documentation showing an objectively verifiable basis for a change in price due to the documented impact of economic conditions on labor, machine, or materials costs, such as cost indexes or updated supplier price sheets. It is within the sole discretion of the City to determine whether the justification is sufficient and/or acceptable.

13.4 The Vendor must submit its Price Adjustment request in writing, together with all supporting justification, at least sixty (60) days before the effective date of the new quarter.

13.5 If the City concludes that a requested Price Adjustment is unreasonable or not adequately supported, the City reserves the right to adjust the rate increase or reject the request in its entirety and allow the contract to expire at the end of its term. If the City elects not to accept a requested adjustment, the Purchasing Division may issue a new solicitation.

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13.6 Prices offered shall be used for bid analysis and Agreement pricing; in the event of errors in extensions or totals, the unit prices offered will govern.

13.7 Upon expiration of the Agreement term, the successful bidder agrees to hold over under the Agreement’s terms and conditions for a reasonable period, not to exceed ninety (90) days, to allow the City to re-bid the Agreement, and will be reimbursed for this service at the prior Agreement rate(s). The Vendor remains obligated to the City under all clauses that expressly or by their nature extend beyond and survive the Agreement’s expiration or termination.

13.8 Delivery of goods and/or services shall not be suspended by the Vendor without thirty (30) days’ prior written notice to the Purchasing Manager.

13.9 Only published price changes will be accepted, and prices in effect at the time of order placement shall take precedence.

14.0 BEST VALUE EVALUATION CRITERIA

14.1 The following criteria will be used to determine best value: Cost of Service, up to 40 points; Contractor’s Qualifications and Experience, up to 30 points; and Availability of Resources to Provide Services (equipment, personnel), up to 30 points.

15.0 INVOICING REQUIREMENTS

15.1 Invoicing requirements are provided in RFP-01 Instructions to Proposers, Section 26.

15.2 No work shall be performed without an authorized Purchase Order (PO).

Invoices submitted for work performed without an authorized PO may be rejected and will not be eligible for payment.

16.0 INSURANCE REQUIREMENTS

16.1 Insurance requirements are provided in RFP-03-Draft Vendor Service Agreement, Section 10.

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17.0 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.

18.0 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.

1. Cost – up to 20 points available

2. Small Business Participation – up to 20 points available

Participation will be based on the following tier: 0% = 0 points, 5% = 3 points, 10% = 7 points, 15% = 10 points, 20% = 13 points, 25% = 17 points, 30% or more = 20 points

3. Qualifications & Company Experience – up to 20 points available

4. Company’s Ability to Meet City Needs – up to 25 points available

5. Repair Response Time – up to 15 points available

19.0 PRICING STRUCTURE

19.1 All pricing shall be submitted through the Bonfire Bid Table (BT-27EW).

19.2 Pricing information provided outside of the Bonfire Bid Table will not be considered for evaluation and will not be incorporated into any resulting agreement.

19.3 Submitted pricing shall include all labor, materials, equipment, transportation, supervision, overhead, profit, and all other costs necessary to perform the services described herein.

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19.4 An entry of “0” for any line item will be interpreted as no additional cost to the City.

20.0 CONTRACT AWARD PROCESS

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

20.2 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. The City reserves the right, at its sole discretion, to include additional representatives at any point during the evaluation.

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

20.4 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.

20.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration is afforded to all concerned.

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

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

21.0 PROPOSAL FOR 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 non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

21.1 Proposal Format Requirements

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21.1.1 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.

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

21.2 Response Forms

21.2.1 Completed and signed RFP-05-CFW Required Forms.

21.2.2 Completed and signed RFP-08-Small Business Utilization Form and Small Business Certificate (Note: both the Utilization Form and qualifying Small Business Certificate must be submitted by the proposal deadline to be considered for Small Business Participation.)

21.2.3 Completed and signed RFP-06-Deviations.

21.2.4 Signed addenda (if applicable). If none are issued, please add a page stating, “No Addenda Issued.”

21.2.5 Completed Bid Table (BT-27EW).

21.3 Technical Response

The Technical Response should be organized to generally align with the evaluation criteria and demonstrate the Proposer’s qualifications, operational capabilities, and ability to satisfy the vendor requirements identified in Section 2.0.

The Technical Response should include the following information:

21.3.1 Provide a brief narrative describing your company’s experience performing Ice Machine Rental and Maintenance, inspection, testing, repair, and emergency response services of similar size and scope. Include the total years of experience providing these services and experience with governmental, convention center, event venue, multi-story, or other occupied public facilities.

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21.3.2 Provide a description of the proposed service team. Include the number of personnel assigned to the Fort Worth area, the size of the dedicated service team, and the total years of relevant experience of the key personnel proposed to perform the services.

21.3.3 Provide a list and copies of all applicable licenses, registrations, certifications, and qualifications required to perform the services described herein.

21.3.4 Describe your company’s approach to preventive maintenance, including maintenance scheduling, documentation practices, quality control procedures, and compliance with applicable Maintenance Control Program (MCP) requirements.

21.3.5 Describe your company’s emergency response capabilities, including procedures for receiving service calls, dispatching technicians, responding to equipment outages, and providing after-hours service coverage.

21.3.6 Describe your company’s parts inventory and supply chain capabilities.

Include the location of warehouse facilities that will support the City, inventory management practices, the availability of OEM replacement parts, procedures for obtaining obsolete or specialty parts, and your company’s ability to provide overnight or expedited delivery of replacement parts when required.

21.3.7 Describe the web-based service management portal or equivalent electronic system proposed for use under this solicitation, including available reporting features, maintenance history tracking, service request documentation, and City access capabilities.

21.4 Exceptions/Substitutions/Clarifications/Additions

21.4.1 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.

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21.4.2 If no exceptions are taken, the Proposer shall indicate “No Exceptions Taken” on RFP-07-Deviations and submit the completed form.

21.4.3 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.

21.4.4 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.

21.4.5 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.

21.4.6 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.

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

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

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21.4.9 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.

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-08), detailing how the Small Business goal will be achieved.

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