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8856 - Scope of WorkRFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 1 of 8 The City of Denton is seeking a vendor for services related to Air Compressors to various departments within the City. The intent is to award a contract for the purpose of supplying services related to Air Compressors identified by the City of Denton. The quantities are estimated and will vary according to the needs of the City. Pricing shall include all costs, including but not limited to, FOB delivered to City locations. A. PURPOSE: The intent of this document is to provide interested vendors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton (City) for air compressor repair, installation, and maintenance services for various city buildings and equipment. The city has 206 buildings with over 1.5 million sq.ft. of operation space that has the potential for repair, renovation, or maintenance. The type and condition of the air compressor installation, service, and repair can take place indoors and outdoors, in basements, tight spaces, elevated spaces, and other various working sites. The job sites will be located within City infrastructure located within the City of Denton. The air compressor installation, repair, and maintenance services will be performed on an as-needed basis to assist the City with renovations, remodels, replacement, and maintenance of existing and new assets. The scope of services is to include but not limited to the following: Tasks: 1. Field Investigation 2. Review Material and Labor Options 3. Preventative maintenance 4. Installation of new services and equipment 5. Troubleshooting and Repair 6. Removal and disposal of equipment Type of air compressor services and equipment, but not limited to: 1. Service, Repair, and installation of new and existing equipment 2. Oil changes, clean air filters, inspect belts and replace as needed; drain water. 3. Air end Rebuilding 4. Reciprocating Compressor Services 5. Preventative maintenance services (6-month intervals) on reciprocating & rotary screw compressors, air dryers, and filters replacements 6. Maintain bearings, crankpin bearings, piston rods, piston rings, valves, valve springs, valve guides, etc. 7. Compressor Overhauls 8. Emergency Services - compressor repairs, vacuum pump repairs, and blower repairs RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 2 of 8 B. SCOPE OF SERVICES: A typical project may include the following phases: 1. Field Investigation a. Review the existing materials, drawings, reports, or other available documents prepared by City staff on the proposed project. b. Review the proposed project scope. c. Review the existing infrastructure in the facility. d. Quote product and labor costs. e. Responsible for collection of information, appraisal of data, assessment and reporting. This data must be gained competently, in a timely manner and to a degree which is adequate and appropriate to each stage of design and development. 2. Review Material and Labor Options with City Staff a. This phase will consist of review of quotes and materials options. b. This phase may also include detailed specifications and implementation schedule, prepared and proposed by the contractor. c. On acceptance of proposed quote and materials list, the contractor shall execute the procurement of approval materials and schedule work with the City representative. 3. Preventative Maintenance a. The contractor shall conduct regular and routine maintenance of equipment and assets in order to keep them running and prevent any costly unplanned downtime from unexpected equipment failure according to the City’s PM schedule and planning. b. The contractor shall work with the City to ensure scheduling maintenance of equipment before a problem occurs meets the City’s PM schedule c. The contractor shall retain preventive maintenance plans and records of past inspections and the servicing of equipment. 4. Installation of New Services and Equipment a. The Contractor is responsible for the installation of all equipment defined in the provided quote as a part of the individual project scopes provided by the City. b. All equipment installed by the contractor shall meet NEC and state regulations. RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 3 of 8 c. The contractor’s final product shall be reviewed by City facilities’ staff, then and only then with City approval, shall the job be deemed completed. d. The contractor shall obtain the services of a qualified electrician in accordance with the permits, and the costs of such inspections are to be borne by the contractor. 5. Troubleshooting and Repairs a. The contractor shall provide unlimited repairs as needed on all City infrastructure and equipment under the direction of the City. The contract shall be responsible for defining equipment malfunctions and any needed repairs (The contractor is responsible for all parts, labor, and any travel costs) as well as technical support while conducting the repair. b. Timing for equipment or system shutdowns as necessary for proper inspections to be coordinated with the facility prior to any disruption of services to occupants. c. The contractor will assist the City in filing insurance claims, in the event of a claimable repair, and will notify the City prior to repairs to allow for documentation to the insurance company. d. When parts are no longer available for the specific equipment needs, all repair requests must be directed to the City in advance of equipment order or work performed to ensure cohesion of specs and equipment across the city. e. The contractor shall appropriately investigate repairs at depth and provide a root cause analysis for any and all repairs. In the event the contractor cannot perform the repair due to a lack of ability, or materials, the contractor shall work with industry professionals to obtain a solution at the expense of the contractor. 6. Removal and Disposal of Equipment a. Work shall include examining removed equipment, by the City, to determine whether the equipment is of value to the City. If determined to have residual value, the contractor shall report to the City the equipment to be retained by the City. The remaining equipment to be removed and disposed of is the sole responsibility of the contractor. b. Loading the equipment, hauling the equipment, and disposing of the equipment shall be conducted by the contractor in a manner that meets all local environmental regulations. C. PROJECT CONTROL: 1. Contractor is required to have an emergency maximum response time of thirty (30) minutes. RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 4 of 8 2. Contractor shall meet with designated City representatives on a regular basis or as determined necessary by the Facilities Management Department staff/project manager to review progress and provide necessary guidance to the contractor in solving problems which may arise. 3. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone 4. Although there will be continuous liaison with the maintenance or project team, the Facilities Management Department staff will meet as often as required with the Contractor’s project manager for the purpose of reviewing progress and providing necessary guidance. 5. The Contractor will, on a regular basis, submit brief written summaries of the work accomplished during the reporting period, work to be accomplished during the subsequent reporting period, real or anticipated problems and notification of any significant deviation from previously agreed upon work plans. 6. Invoices will be required for verification of materials and labor charges. Verification will be based on the number of primary respondents hours worked on the project. 7. The contractor shall allocate labor resources at the lowest bided option for the proposed work. The city shall review invoices to ensure compliance to lowest labor option applicable to complete all associated work. At no point shall the contract charge more labor than necessary to compete the specific task. The contractor shall not charge the City any labor or markup on material for training, job shadowing, lack of technical competency resulting in additional resources needed at the bided labor level. NOTE: The City of Denton Facilities Management shall select all brands and type of equipment and supplies. D. SINGLE POINT OF CONTACT (SPOC) 1. Provide a SPOC, who is able to communicate with the Department Contract Manager and is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work. The SPOC shall be available and on call hours a day, while the Vendor is performing services on City property. 2. During times the SPOC is unavailable (due to vacation, travel, etc., for example), the Vendor may provide a designee for the SPOC. The designee shall meet the same requirements as specified for the SPOC within this SOW. 3. Provide all equipment, materials, furniture moving, labor, tools, permits, incidentals, expendable items, personal protective equipment, and transportation necessary, including electricity and water, if not available on site, for proper execution and completion of the service request. The materials and services provided by the Vendor shall comply with all Federal, State and local laws, City ordinances, rules and regulations. 4. Understand that storage of apparatus, materials, supplies and equipment shall be in an orderly fashion at the worksite in a manner that will not interfere with the progress of the Vendor’s work or any other vendor’s work. RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 5 of 8 E. EMERGENCY CALL-OUT: 1. The vendor shall verbally respond to requests for emergency services within thirty (30) minutes and be on site to perform repairs within one (1) hour after being contacted. The designated City representative will notify the vendor if a call constitutes an emergency situation. The vendor shall contact the designated City representative upon arrival at the job site. Emergency work shall be performed during normal working hours, whenever possible; however, services shall be performed on a 24-hour, seven day a week basis, if deemed necessary. F. NON-EMERGENCY CALL-OUT 1. The vendor shall verbally respond to requests for non-emergency service within four hours and be on site to perform repairs within 48-hours after being contacted. All service will be conducted during normal business hours of 7:00 a.m. and 5:00 p.m. Monday through Friday. The vendor shall contact the designated City representative upon arrival at the job site. G. HAZARDOUS MATERIALS 1. The vendor shall properly dispose of all hazardous materials generated from this service (i.e., waste oil, used oil/fuel filters, contaminated fuel, lubricants, etc.) in accordance with Federal, State, and local laws and regulations. H. SAFETY 1. The vendor shall provide their service personnel with all required personal safety gear and instruct them to adhere to all safety practices, policies, procedures, rules and requirements, that are common to the industry, at all times, while performing service work under this contract. 2. The vendor shall provide all tools and equipment necessary for the performance of this service, and ensure the items are appropriate for the assigned task, well maintained, calibrated, and in proper working order before conducting any inspections or initiating any repair work under the contract. 3. The vendor shall thoroughly examine and become familiar with the systems and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing any work. 4. The vendor shall maintain a safe work environment at all times. The vendor shall immediately report to the designated City representative the existence of any unsafe conditions, which may compromise the safety of personnel in the performance of this service. 5. Comply with all provisions of the Occupational Health and Safety Act (OSHA) to protect the life and health of employees and other persons; to prevent damage to property, RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 6 of 8 materials, supplies and equipment; ad to avoid work interruptions. 6. Vendor shall comply with the latest version of the 29 CFR 1910, Occupational Safety and Health Standards. Compliance with OSHA and other applicable laws and regulations for the protections of employees is exclusively the obligation of the Vendor, and the City assumes no liability or responsibility for Vendor’s compliance or noncompliance with such responsibilities. 7. Vendor shall comply with all OSHA reporting requirements for record keeping and reporting of Vendor shall provide verbal report to the City immediately, and no later than once (1) business day, of the occurrence. The Vendor shall cooperate with the City and provide any written documentation and information required for record keeping purposes. I. GENERAL REQUIREMENTS 1. All work shall conform to all applicable, building, mechanical, plumbing, fire and electrical codes and regulations. 2. All work required should be conducted during regular business hours, which consist of Monday through Friday, 07:00 - 17:00 (7:00 A.M. - 5:00 P.M.) hours, unless an emergency and directed by the designated City representative to perform the work after regular business hours. a. Holidays: any hour’s day or not per this listing: i. New Year’s Day (observed) ii. MLK Day iii. Memorial Day iv. Juneteenth v. 4th of July vi. Labor Day vii. Veteran’s Day viii. Thanksgiving Day ix. Day After Thanksgiving x. Christmas Eve (observed) xi. Christmas Day (observed) xii. If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed on the following Monday. Holiday hours are extra time beyond normal day work hours, needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time on the job only. J. BILLING AND INVOICING: 1. Due to the volume of potential service demands, the City will pay the contractor by statement bi-weekly. RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 7 of 8 2. The contractor is to submit a bi-weekly statement listing all work invoices for the previous two weeks. 3. The statement is to include invoice numbers, purchase order numbers, dates of service, work order number, and amounts. 4. Itemized invoices are to be included with the statement for backup documentation. 5. Invoices with work orders will be required for verification of services rendered. 6. The contractor’s invoice shall clearly state the actual hours worked at the labor rate quoted, the actual cost of parts and materials plus a percentage of markup as stated in the contract agreement, and a complete description of the work performed. 7. The contractor shall not subcontract any portion of the service and repairs without prior written approval by the City. 8. The cost of parts and materials will be invoiced at the cost of materials and parts multiplied by the contracted markup. 9. Equipment rental needed to complete a repair or service will be invoiced at the cost of the rental multiplied by the contracted markup. K. AWARD: The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. The City reserves the right to award a contract to a primary vendor, and one or multiple secondary vendors; whichever is most advantageous or provides the "best value" to the City, unless denied by the respondent. Evaluation Criteria Proposals will be evaluated based on detailed criteria including, but not limited to, the following: Experience, Qualifications and Probable Performance 30% Cost Proposal 40% Compliance with Scope of Work Specifications 30% Minimum Qualifications for Bidder 1. Commercial Experience been in business at least 5 years 2. 30-minute response time for Emergency Calls, available 24/7/365 3. The company must have a controlled substance testing policy for their Technicians and Assistants. 4. Staff must pass background checks as required for secure City areas. This must be done at; a. Vendor’s expense and verification of a clear background must be given to the contract administrator before the Vendor’s employee(s) is allowed to work in a building that falls under this requirement. b. Under no circumstances shall any Vendor personnel having any convictions or RFP #8856 – Air Compressor Services SCOPE OF WORK RFP 8856 Page 8 of 8 pending criminal hearings be assigned to the City contract. 5. Require that Vendor employees wear a uniform, or at a minimum, a company issues identification badge. 6. Provide the number of staff members per position, years of experience per member and acquired licenses/certifications/registrations from government agencies.