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HomeMy WebLinkAbout9034 SOWRFP-9034 Plumbing Services Scope Of Work The City of Denton is seeking a vendor for Plumbing Services to various departments within the City. The intent is to award a contract for the purpose of supplying services related to Plumbing systems 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. The proposal shall include all the following information. Failure to include all the required information may result in the disqualification of a Contractor. A. PURPOSE The intent of this document is to provide interested Contractors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton to furnish all labor, materials, tools, equipment, and supervision for Plumbing Services for various City buildings on an as needed basis to assist the City of Denton with renovations, remodels, and maintenance of existing facilities. All work shall be provided in a professional manner in accordance with all applicable laws, regulations, and policies, including, but not limited to, all Federal, State and Local safety rules and regulations. The scope of services is to include but not limited to new installation and removal of equipment, service, and repairs. Tasks: 1. Field Investigation 2. Review Material and Labor Options 3. Preventive maintenance 4. Installation of new services and equipment 5. Troubleshooting and Repair 6. Removal and disposal of equipment Type of Plumbing Services and equipment, but not limited to: 1. Service, Repair, and installation of new and existing equipment. 2. Proper disposal of old equipment. 3. Provide design for new equipment installations when requested, and the City must review and approve. 4. Preventive maintenance (PM): Provide PM service as requested using the City criteria for service checkpoints (as dictated by the City), recording all data for transfer to the City. 5. Provide Not-To-Exceed (NTE) quotes on service and equipment, except for emergency work requests. 6. Provide change orders promptly for work exceeding the NTE quote. Change Orders must be approved in writing by the City before work takes place. 7. Spec sheets equipment data sheets must be transferred to the City immediately after equipment is installed. B. SCOPE OF SERVICES: A typical project may include the following phases: 1. Field investigation 1. Review the existing materials, drawings, reports, or other available documents prepared by City staff on the proposed project 2. Review the proposed project scope. 3. Review the existing infrastructure in the facility. 4. Quote product and labor, including all material, and other costs (permits, crane, etc.) 5. Responsible for the 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 1. This phase will consist of a review of quotes and materials options. 2. This phase may also include detailed specifications and an implementation schedule, prepared and proposed by the contractor. 3. On acceptance of the proposed quote and materials list, the contractor shall execute the procurement of approval materials and schedule work with the City representative. 3. Preventive Maintenance 1. Upon the City’s request, 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. 2. The contractor shall work with the City to ensure that scheduling maintenance of equipment before a problem occurs meets the City’s PM schedule . 3. The contractor shall retain preventive maintenance plans and records of past inspections and the servicing of equipment. 4. Installation of New Services 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. 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 1. The contractor shall provide unlimited repairs as needed on all City Plumbing infrastructure and equipment under the direction of the City. 2. Timing for equipment or system shutdowns as necessary for proper inspections to be coordinated with the facility before any disruption of services to occupants. 3. The contractor will assist the City in filing insurance claims, in the event of a claimable repair, and will notify the City before repairs to allow for documentation to the insurance company. 4. 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. 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 1. 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. 2. 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 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. 2. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone. 3. 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. 4. 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. 5. 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. 6. 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 complete 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. 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. The vendor shall contact the designated City representative upon arrival at the job site. Quotes for additional emergency work should be delivered within 48 hours. 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. Quotes for additional work should be delivered within 5 days. 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, materials, supplies and equipment; ad to avoid work interruptions. 6. Vendor shall comply with the latest version of the 29 CFR 1910, Occupational Safety 7. 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. 8. 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 SERVICES, 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. I. 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 it falls on Sunday, it will be observed on the following Monday. Holiday hours are additional time beyond normal work hours needed to complete ongoing tasks. Paid by the hour. The hourly rate shall include all associated costs 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. 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 numbers, 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. L. PAYMENT AND PERFORMANCE BONDS 1. PAYMENT AND PERFORMANCE BOND REQUIREMENTS Contractor will be required to furnish original performance and payment bonds for one hundred (100%) percent of the total submission price before work is to commence. The Contractor shall assume all costs in increasing the bond limits if change orders are formally approved. Bonds shall be in accordance with the V.T.C.A Government Code Section 2253.021, as amended, from a surety licensed to do business in the State of Texas. The City, at its option, may waive the payment and performance bond requirements for projects of less than $50,000. Bond forms are attached and shall be returned upon notice of contract award by the City. Bonds should be forwarded to the City of Denton within fourteen (14) calendar days from contract award. This contract is not fully executed until payment and performance bonds are received and accepted by the City. Upon approval, a purchase order will be issued. 2. Fees related to Payment and Performance Bonds All Payment and Performance Bonds will be a pass-through cost. Except as amended by this Amendment, the Contract is not otherwise amended and all other terms and conditions of the Contract remain in full force and effect, as amended hereby. This Amendment may be executed in any number of counterparts, each of which shall be deemed original and all of which together shall constitute the same instrument. Signatures transmitted electronically shall have the same effect as the delivery of original signatures. The City of Denton reserves the right to re-evaluate pricing as the market conditions change and can ask your firm to provide updated proposed pricing, including, but not limited to, a decrease in pricing, as a result of any such change. 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% 1. Technical Requirements will be evaluated. a. Provide references from past clients with similar needs. b. The qualifications of the technicians, including certifications and industry experience, should be highlighted to show proficiency in Plumbing Service and Maintenance and adherence to technical standards. 2. Cost Proposal a. The cost proposal should include a detailed breakdown of all associated costs, including hourly labor rates, travel fees, parts % discount, and any potential additional charges. b. The financial component will be highly weighted, so vendors are encouraged to provide transparent and comprehensive pricing with consideration for the technical requirements listed in the price sheet. 3. Compliance with Scope a. The vendor must demonstrate compliance with the stated specification(s) in sections II of this Scope of Work, including providing detailed responses that meet or exceed the Owner's expectations. b. Provide a timeline and response process when service is requested. c. Provide the types of Plumbing equipment the vendor can service in accordance with this scope. d. Provide an example invoice. e. Provide a single point of contact for service requests and invoicing. f. Demonstrate the vendor’s safety standards and controls. Minimum Qualifications for Bidder 1. Commercial Experience been in business at least 5 years. 2. Master Plumbing License holder through the State of Texas. 3. Must have the ability to service/replace/install all plumbing equipment and parts. 4. The company must have a controlled substance testing policy for their Technicians and Assistants. 5. 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 pending criminal hearings be assigned to the City contract. 6. Require that Vendor employees wear a uniform, or at a minimum, a company issues identification badge. 7. Provide the number of staff members per position, years of experience per member and acquired licenses/certifications/registrations from government agencies. Minimum Qualifications for Master Plumber 1. Must be registered with the Texas State Board of Plumbing Examiners during the project scope as a Master Plumber. 2. Must have at least four years of experience as a Journeyman Plumber. 3. Must have the ability to service/replace/install Plumbing equipment per industry standards. Minimum Qualifications for Journeyman Plumber 1. Must be registered with the Texas State Board of Plumbing Examiners during the project scope as a Journeyman Plumber. 2. Must have 8000 hours of experience working under a Master Plumber. 3. Must have the ability to service/replace/install Plumbing equipment per industry standards. Minimum Qualifications for Apprentice Plumber 1. Must be registered with the Texas State Board of Plumbing Examiners during the project scope as a Apprentice Plumber. 2. Must have at least one year of experience. 3. Must have the ability to service/replace/install Plumbing equipment per industry standards. PROPOSAL REQUIREMENTS A. Introduction Company Experience:  Briefly describe the company’s history in the plumbing industry, specifically regarding commercial and residential plumbing system maintenance, emergency leak response, and wholesale parts distribution.  Specializations: Highlight specific expertise in high-demand areas like backflow prevention, boiler systems, or large-scale drainage solutions. B. Scope of Work  Equipment Types: List all plumbing systems serviced, including domestic water heaters, lift stations, grease traps, and backflow assemblies.  Parts Fulfillment: Detail the process for sourcing OEM or approved equivalent parts and maintaining inventory for critical repairs.  Logistics and Support: Describe how the team manages site access, water shutdowns, and coordination with building occupants.  Repairs Offered: o Mechanical: Pump rebuilds, valve replacements, and fixture upgrades. o Hydraulic: High-pressure jetting and hydro-excavation. o Electrical: Troubleshooting sensors, water heater elements, and pump controls. o Structural: Pipe lining, trenchless sewer repair, and slab leak excavation. o Painting/Finishing: Professional restoration of surfaces post-repair.  Quality Control: Outline the testing phase, including hydrostatic pressure tests and visual inspections to ensure leak-free performance. C. Compliance and Safety  Standards: Confirm all work adheres to the International Plumbing Code (IPC) and local municipal amendments.  Certifications: List active Master Plumber licenses, med-gas certifications, and OSHA safety training credentials.  Safety Protocols: Detail the use of lock-out/tag-out procedures for water and gas lines and the management of confined space entries. D. Assessment & Inspection  Initial Evaluation: Explain the methodology for diagnosing issues, such as video camera line inspections or ultrasonic leak detection.  Documentation: Describe how findings are reported, including digital photo evidence, annotated site maps, and immediate notification of critical failures.  E. Repair Plan & Timeline  Process: Provide a step-by-step breakdown from system isolation and drainage to final commissioning.  Tools/Techniques: Identify the use of specialized equipment like ProPress systems for flameless soldering or electronic pipe locators.  Milestones: Establish clear markers for water restoration and project sign-off. F. Cost Estimate  Breakdown: Itemize labor hours, material lists (pipes, fittings, fixtures), and permit fees.  Environmental/Travel: Include costs for disposal of old components (e.g., water heaters) and mobilization fees.  Variables: Note potential cost drivers such as emergency after-hours rates or unforeseen structural obstructions. G. Acquisition Timeline  Lead Times: Provide estimated delivery windows for major equipment like commercial boilers or custom fixtures.  Installation Logistics: Outline the staging of materials on-site and the timeline for final connection and testing. H. Warranties  Repair Warranty: State the duration of the guarantee on labor and craftsmanship.  Parts Warranty: List the manufacturer-specific warranty terms for installed equipment and fixtures.  Terms: Clearly define the procedure for service calls under warranty and any applicable exclusions.