RFP-02-Scope of Services-Rental Equipment.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 1 of 8 RFP Title: Equipment Rental

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth seeks to establish an annual agreement with qualified vendors to provide equipment rentals and related services on an as needed basis for the City of Fort Worth. Equipment may be utilized at various city facilities and job sites for maintenance, repair, construction, and other operational needs.

The City reserves the right to award agreements to one or more qualified Vendors. Awarded Vendor(s) shall provide all labor, 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, equipment, materials, and transportation necessary to perform the requested services.

2.0 EQUIPMENT REQUIREMENTS

2.1 All equipment provided will be commercially available, rental equipment suitable for the intended application and will be in safe and proper operating condition.

2.2 The vendor will provide equipment in the capacity, size, reach, power source, or configuration requested by the City. If the exact equipment requested is unavailable, the vendor may offer comparable or greater-capacity equipment, subject to City approval.

2.3 Rental equipment may include various sizes and capacities of:

2.3.1 Aerial lift and manlifts

2.3.2 Towable lifts

2.3.3 Forklifts

2.3.4 Telehandlers

2.3.5 Track loaders and related earthmoving equipment

2.3.6 Other related equipment as requested by the City

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 2 of 8

3.0 RENTAL RATES AND PRICING

3.1 The vendor will provide pricing for the rental equipment and related charges identified on the bid pricing sheet.

3.2 Bid pricing will include all costs associated with providing the rental equipment, including any applicable delivery, pick-up, transportation, fuel, or other fees and surcharges.

3.3 No additional fees, charges or surcharges will be accepted or paid by the City.

4.0 DELIVERY OR PICKUP

4.1 If delivery is requested, deliveries will need to be made during the

City’s normal business hours, 7:00 am to 5:00 pm, Monday through Friday.

4.2 Rental equipment may be picked up by authorized City personnel or delivered to a City-designated location.

4.3 City observed holidays:

4.3.1 New Year’s Day

4.3.2 Martin Luther King Jr. Day

4.3.3 Memorial Day

4.3.4 Juneteenth

4.3.5 July 4th

4.3.6 Labor Day

4.3.7 Thanksgiving Thursday and the following Friday

4.3.8 Christmas Day

5.0 INVOICING REQUIREMENTS

5.1 Invoicing requirements are provided in RFP-01 Instructions to

Proposers, Section 26.

5.2 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.

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 3 of 8

6.0 INSURANCE REQUIREMENTS

6.1 Insurance requirements are provided in RFP-03-Draft Vendor Service

Agreement, Section 10.

7.0 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.

8.0 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.

8.1 Cost – up to 20 points available

Small Business Participation – up to 20 points available Participation will be based on the following tier: 0% = 0 points, 1% to 10% = 5 points, 11% to 20% = 10 points, 21% to 29% = 15 points, 30% or more (goal met) = 20 points

8.2 Qualifications and Experience – up to 20 points available Bidder’s qualifications and relevant experience in providing rental equipment services.

8.3 Approach to Perform Services – up to 25 points available

Bidder’s proposed approach for performing the required rental equipment services, including their methods, processes, and overall service plan.

8.4 Ability to meet the City needs – up to 15 points available Bidder’s ability to meet the City’s operational needs by providing reliable, timely, and appropriately scaled rental equipment services.

9.0 PRICING STRUCTURE

9.1 All pricing shall be submitted through the Bonfire Bid Table (BT-

69KN).

9.2 Pricing information provided outside of the Bonfire Bid Table will not

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 4 of 8 be considered for evaluation and will not be incorporated into any resulting agreement.

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

9.4 An entry of "0" for any line item will be interpreted as no additional cost to 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 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.

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

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 5 of 8 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 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.

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.

11.2 Response Forms

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

11.2.2 Completed and signed RFP-06-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.)

11.2.3 Completed and signed RFP-07-Deviations.

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

11.2.5 Completed Bid Table (BT-69KN).

11.3 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:

11.3.1 Provide a brief narrative describing your company’s

experience performing equipment rental 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

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 6 of 8 occupied public facilities.

11.3.2 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.

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

11.3.4 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.

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

11.4 Exceptions/Substitutions/Clarifications/Additions

11.4.1 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.

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

11.4.3 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

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 7 of 8 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.

11.4.4 Identify each exception, clarification, substitution and/or addition by specifically referring to the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

11.4.5 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.

11.4.6 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.

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

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

11.4.9 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

RFP Ref. #: 26-0324 Doc. Ref#: RFP-02 Page 8 of 8

30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

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

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