6004-3 Plumbing Services Scope of Work
Materials Management Department
901-B Texas Street
Denton, Texas 76209
SCOPE OF WORK
Exhibit 3
RFP 6004
PLUMBING SERVICES
FOR THE CITY OF DENTON
RFP # 6004
Scope of Work/ Technical Specifications
Supply of Service
EXHIBIT 3
RFP # 6004 – Exhibit 3 Page 1 of 11
The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission
shall have accurately described your understanding of the objectives and scope of the requested
products and services and provided an outline of your process to implement the requirements of the
Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum,
the following:
The proposal shall include all of the following information. Failure to include all of the required
information may result in disqualification of a Bidder.
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 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. The scope of services is to include
but not limited to the following:
Plumbing Services:
1.) New installation and removal of equipment
2.) Repairs
SCOPE OF SERVICES:
A typical project may include the following phases:
Phase 1: Field Investigation
1.) Review the existing materials, drawing reports, etc. prepared by City staff on the proposed
project.
2.) Review the proposed scope.
3.) Review the existing infrastructure in the facility.
4.) Locate, quote product and labor costs.
Phase 2: Review Material and Labor Options with City Staff
1.) This phase will consist of review of quotes and materials options.
2.) This phase may also include detailed specifications and implementation schedule.
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Supply of Service
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B. PROJECT CONTROL:
1.) Any vendor desiring to respond to this RFP is required to have an emergency response time
of 30 minutes.
2.) The vendor will meet with selected 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.) Facilities Management Department project managers will meet as often as required with
the vendor’s project manager for the purpose of reviewing progress and providing
necessary guidance.
4.) The vendor 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.) Within 10 working days of the award of a project, the vendor will submit to the City’s
project manager for approval, a work plan which includes the following:
a. The vendor’s name and titles of personnel assigned to the project.
b. Vendors shall complete background checks an maintain an active policy on drugs
and alcohol in the work place that supports a drug free environment, and be
prepared to submit such policy upon CITY request.
c. Vendor’s shall complete background checks and shall perform criminal
background checks on all Assigned Employees prior to the assigned employee be
eligible to perform duties for the CITY. The VENDOR shall follow all of the most
current EEOC guideline regarding the process for performing criminal background
checks. Accordingly, the VENDOR shall exclude any possible Assigned Employee
from working for the CITY based on job-related functions of the position and
consistent with the CITY’s business necessity:
d. The project breakdown showing subprojects, cost and activities and tasks.
e. The time-phased plan for completing the project.
6.) Invoices will be required for verification of Plumbing materials.
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Supply of Service
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C. MINIMUM QUALIFICATIONS:
Commercial Experience been in business at least 10 years
Master Plumber Licensed in the State of Texas
Journeyman Plumber Licensed in the State of Texas
Apprentice Plumber Licensed in the State of Texas
Licensed to do business in the State of Texas and provide a copy of Certification
D. Permits
City of Denton will pay for the permit, the contractor will apply for and pick up
permit.
NOTE: The City of Denton Facilities Management selects brands/type of equipment/supplies.
E. Davis-Bacon Wage Determination Decision
The Authority's Compact requires that all mechanics and laborers employed by contractors and
subcontractors on construction and maintenance contracts be paid wages not less than those
prevailing on similar contracts in this locality as determined by the Secretary of labor in accordance
with Davis-Bacon and related Acts. These wages are set forth under Appendix D of the Contract.
The applicable Labor Standards Provisions are included in the articles and appendices of this
solicitation.
F. Licenses
a. If the work described in this RFP is to be performed in Texas, bidders are required to show
evidence of a certificate of registration obtained from the State of Texas before a RFP may be
received and considered.
b. Each bidder shall place on the outside of the envelope containing the RFP, and on the RFP
form, one of the following notations:
(1) REGISTERED IN THE STATE OF TEXAS CONTRACTOR: CLASS A, NUMBER
G. Advance Cost Agreement:
Within 30 days after Notice of Award, the Contractor shall make available for audit review,
information on its accounting system used to project fixed and variable overhead rates applicable
to possible Contract changes. The Authority's Office of the Auditor General, to the extent possible,
will review and approve said accounting system. When appropriate and if possible, as a result of
the audit review, Advance Cost Agreements should be executed between the Contracting Officer
and the Contractor. The Cost Agreements shall be a supplemental agreement to the Contract.
RFP # 6004
Scope of Work/ Technical Specifications
Supply of Service
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H. Brand Name or Equal:
(As used in this clause, the term “brand name” includes identification of products by make and
model.)
A. If items called for by this solicitation have been identified in the Technical
Specifications by a “brand name or equal” description, such identification is intended to be
descriptive, but not restrictive, and is to indicate the quality and characteristics of products that
will be satisfactory. Proposals offering “equal” products including products of a brand name
manufacturer other than the one described by brand name will be considered for award if such
products are clearly identified in the proposal and are determined by the Authority to meet fully
the salient characteristics requirements in the Request for Proposals.
B. Unless the offeror clearly indicates in his proposal that he is offering an “equal” product,
his proposal shall be considered as offering the brand name product referenced in the Request for
Proposals.
C. 1. If the offeror proposes to furnish an “equal” product, the brand name, if any, of the
product is to be furnished in the RFP. The evaluation of proposals and the determination as to
equality of the product offered shall be the responsibility of the Authority and will be based on
information reasonably available to the Contracting Officer. CAUTION TO OFFERORS. THE
CITY is not responsible for locating or securing any information which is not identified in the
proposal and reasonably available to the Authority. Accordingly, to insure that sufficient
information is available, the offeror must furnish as a part of his proposal all descriptive material
(such as cuts, illustrations, drawings, other information) necessary for the Authority to (I)
determine whether the product offered meets the salient characteristics requirements of the
Request for Proposals and (ii) established exactly what the offeror proposes to furnish and what
the Authority would be binding itself to purchase by making an award. The information furnished
may include specific references to information previously furnished or to information otherwise
available to the Authority. 2. If the offeror proposes to modify a product so as to make it conform
to the requirements of the Request for Proposals, he shall (I) include in his proposal a clear
description of such proposed modifications, and (ii) clearly mark any descriptive material to show
the proposed modifications.
3. Modifications proposed after the RFP opening date will not be considered.
I. 1.12 PERMITS AND RESPONSIBILITIES:
a. The Contractor shall, without additional expense to the Authority, be responsible for obtaining
any necessary licenses and permits, and for complying with any applicable Federal, State, Local
or Municipal laws, codes or regulations, in connection with the prosecution of the work. He shall
be similarly responsible for all damages to persons or property that occur as a result of his fault or
negligence. He shall take proper safety and health precautions to protect the work, the workers,
the public and the property of others. He shall also be responsible for all materials delivered and
work performed until completion and acceptance of the entire work, except for any completed unit
of construction thereof which theretofore may have been accepted.
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J. 1.29 PROTECTION OF EXISTING VEGETATION, STRUCTURES,
UTILITIES AND IMPROVEMENTS:
a. The Contractor shall preserve and protect all existing vegetation such as trees, shrubs and
grass on or adjacent to the site of work which is not to be removed and which does not
unreasonably interfere with the work. Care shall be taken in removing trees authorized for
removal to avoid damage to vegetation to remain in place.
b. The Contractor shall protect from damage all existing improvements or utilities at or near the
site of the work and shall repair or restore any damage to such facilities resulting from failure to
comply with the requirements of this Contract or the failure to exercise reasonable care in the
performance of the work. If the Contractor fails or refuses to repair any such damage promptly,
the Contracting Officer may have the necessary work performed and charge the cost thereof to the
Contractor.
K. 1.34 CLEANING UP:
a. The Contractor shall at all times keep the construction area, including storage areas used by him,
free from accumulations of waste material or rubbish and prior to completion of the work remove
any rubbish from the premises and all tools, scaffolding, equipment and materials not the property
of the Authority.
b. Upon completion of construction, the Contractor shall leave the work and premises in a clean,
neat and workmanlike condition satisfactory to the Contracting Officer.
L. 1.36 ACCIDENT PREVENTION:
a. In order to provide safety controls for protection to the life and health of employees and other
persons, for prevention of damage to property, materials, supplies and equipment, and for
avoidance of work interruptions in the performance of this Contract, the Contractor shall comply
with all pertinent provisions of the SAFETY REQUIREMENTS Article of the Special Conditions,
and shall also take or cause to be taken such additional measures as the Contracting Officer may
determine to be reasonably necessary for the purpose.
b. The Contractor shall maintain an accurate record of, and shall report to the Contracting Officer
in the manner and on the forms prescribed by the Contracting Officer exposure data and all
accidents resulting in death, traumatic injury, occupational disease and damage to property,
materials, supplies and equipment incidental to work performed under this Contract.
c. The Contracting Officer will notify the Contractor of any noncompliance with the foregoing
provisions and the action to be taken. The Contractor shall, after receipt of such notice,
immediately take corrective action. Such notice, when delivered to the Contractor or his
representative at the site of the work, shall be deemed sufficient for the purpose. If the Contractor
fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part
of the work until satisfactory corrective action has been taken. No part of the time lost due to any
such stop orders shall be made the subject of claim for extension of time or for excess costs or
damages by the Contractor.
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d. Compliance with the provisions of this Article by subcontractors shall be the responsibility of
the Contractor.
e. Prior to commencement of the work the Contractor shall:
(1) Submit in writing his proposals for effectuating this provision for accident prevention.
(2) Meet in conference with representatives of the Contracting Officer to discuss and develop
mutual understanding relative to administration of the overall safety program.
M. 1.48 WARRANTY OF CONSTRUCTION:
a. Except as otherwise expressly provided in this Contract, the Contractor shall remedy at his own
expense any failure of the work for a period of one year, including equipment, to conform to
Contract Specifications and any defect of material, workmanship, or design in the work, but
excluding any defect of any design furnished by the Authority under the Contract, provided that
the Contracting Officer gives the Contractor notice of any such failure or defect promptly after
discovery but not later than one year after final acceptance of the work, except that in the case of
defects or failures in a part of the work of which the Authority take possession prior to final
acceptance, such notice shall be given not later than one year from the date the Authority take such
possession. The Contractor, at his own expense, shall also remedy damage to equipment, the site,
or the buildings or the contents thereof which is the result of any failure or defect, and restore any
work damaged in fulfilling the terms of this Article. Should the Contractor fail to remedy any such
failure or defect within a reasonable time after receipt of notice thereof, the Authority shall have
the right to replace, repair or otherwise remedy such failure or defect at the Contractor's expense.
This warranty shall not delay final acceptance of or final payment for the Contract work.
b. All subcontractors', manufacturers' and suppliers' warranties and guarantees, expressed or
implied, respecting any part of the work and any materials used therein shall be deemed obtained
and shall be enforced by the Contractor as the agent and for the benefit of the Authority without
the necessity of separate transfer or assignment thereof; provided that, if directed by the
Contracting Officer, the Contractor shall require such subcontractors, manufacturers and suppliers
to execute such warranties and guarantees in writing to the Contracting Officer.
c. Any work repaired or replaced pursuant to this Article shall also be subject to the provisions of
this Article to the same extent as work originally performed. The rights and remedies of the
Authority provided in this Article are in addition to and do not limit any rights afforded to the
Authority by any other article of this Contract.
N. 1.49 TIME AND MATERIALS WORK:
a. In the event equitable adjustment pursuant to the CHANGES Article or other articles of these
General Provisions cannot be agreed to in a timely manner, the Contracting Officer reserves the
right to order work on a time and materials basis. When work is ordered under this Article and
notwithstanding the provisions of other articles, compensation for the work shall be determined
as hereinafter provided and shall constitute the total compensation to be paid for the changes to
the work. The methods, labor, materials and equipment used in the performance of such work
shall be subject to the approval of the Project Manager.
b. Work performed by or for the Contractor: Labor, materials, and equipment shall be furnished
by the Contractor or by a subcontractor or by others on behalf of the Contractor. The Contractor
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will be paid therefore as hereinafter provided, except where agreement has been reached to pay
in accordance with Paragraph c. below. To the totals, completed as indicated in Paragraphs b. (1)
through b. (4), shall be added the following percentages, which in the aggregate shall be limited
up to a maximum of:
Labor: 10 percent.
Materials: 5 percent.
Equipment rental: 5 percent.
Profit shall be negotiated as provided in the CONTRACT MODIFICATIONS –
REQUIREMENTS FOR PROPOSALS, PRICE BREAKDOWN AND NEGOTIATION OF
PROFIT Article of these General Provisions.
A percentage for subcontract work, limited up to a maximum of 10 percent, may be added to the
totals computed above. This subcontract percentage will be a one-time markup regardless of tier
of the subcontractor performing the work. A percentage for Contractor's bond not to exceed one
percent, may also be added to the total. For the purposes of this Article, subcontractor is defined
as an individual, partnership, corporation, association, joint venture or any combination thereof,
who contracts with the Contractor to perform work or labor or render service on or about the work.
The term subcontractor shall not include those who supply materials only. When work paid for on
time and materials basis is performed by forces other than the Contractor's organization, the
Contractor shall reach agreement with such other forces as to the distribution of the payment made
by the Authority for such work and no additional payment therefor will be made by the Authority
by reason of performance of the work by a subcontractor or by others.
(1) Labor: The cost of labor used in performing the work, whether the employer is the Contractor,
subcontractor, or other forces, will be the sum of the following:
[a] The gross actual wages paid including income tax withholding but not including any employer
payments to or on behalf of workmen for health and welfare, pension, vacation, insurance and
similar purposes.
[b] To the actual gross wages, as defined in Paragraph b. (1) [a] above, will be applied a percentage
based upon current applicable labor rates concerning payments made to or on behalf of workmen
other than actual wages, which percentage shall constitute full compensation for all payments other
than actual gross wages as defined in Paragraph b. (1) [a] above and subsistence and travel
allowance as specified in Paragraph b. (1) [c] below. The Contractor shall compute a separate
percentage for each craft or a composite percentage for all crafts, if so approved by the Project
Manager.
All computed percentages shall be submitted to the Project Manager for approval within 90 days
after receipt of Notice to Proceed or as directed by the Project Manager prior to any time and
materials work being performed.
[c] Subsistence and travel allowance paid to such workmen if required by collective bargaining
agreements. The charges for labor shall include all classifications through foremen when engaged
in the actual and direct performance of the work. They shall not include charges for such overhead
personnel as assistant superintendents, superintendents, office personnel, timekeepers and
maintenance mechanics.
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(2) Materials: The cost of materials required for the accomplishment of the work will be delivered
cost to the purchaser, whether Contractor, subcontractor or other forces, from the supplier thereof,
except as the following are applicable:
[a] If a cash or trade discount by the actual supplier is offered or available to the purchaser, it shall
be credited to the Authority notwithstanding the fact that such discount may not have been taken.
[b] If materials are procured by the purchaser by any method which is not a direct purchase form
and a direct billing by the actual supplier to such purchaser, the cost of such materials, including
handling, shall be deemed to be the price to the actual supplier as determined by the Project
Manager.
[c] If the materials are obtained from a supply or source owned wholly or in part by the purchaser,
payment therefor will not exceed the price paid by the purchaser for similar materials furnished
from said source on Contract items or the current wholesale price for such materials delivered to
the job site, whichever price is lower.
[d] The cost of such materials shall not exceed the lowest current wholesale price at which such
materials are available in the quantities concerned, delivered to the job site, less any discounts as
provided in Paragraph b. (2) [a] above.
[e] If the Contractor does not furnish satisfactory evidence of the cost of such materials from the
actual supplier thereof, the cost shall then be determined in accordance with Paragraph b.(2)[d]
above. The Contractor shall not be compensated for indirect costs and profit on Authority furnished
materials.
(3) Equipment: The Contractor shall be paid for the use of equipment in accordance with the
PAYMENT FOR USE OF EQUIPMENT Article of the Special Conditions. The Contractor shall
furnish all data which might assist the Project Manager in the establishment of such rates.
[a] Operators of rented equipment will be paid for as provided under Paragraph b. (1) above.
(4) Subcontracts: The cost for subcontract work will be the actual cost to the Contractor for work
performed by a subcontractor as computed in accordance with Paragraph b. above.
c. Special items of work: If the Contracting Officer and the Contractor, by agreement, determine
that either (1) an item of time and materials work does not represent a significant portion of the
total Contract price, or (2) such item of work cannot be performed by the forces of the Contractor
or the forces of any of his subcontractors, or (3) it is not in accordance with the established practice
of the industry involved to keep the records which the procedure outlined in Paragraph b. above
would require, charges for such special time and materials work item may be made on the basis of
invoices for such work without complete itemization of labor, materials and equipment rental
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costs. To such invoiced price, less a credit to the Authority for any cash or trade discount offered
or available, whether or not such discount may have been taken, will be added a negotiated amount
not to exceed five percent of the discounted price, in lieu of the negotiated lump sum not to exceed
the percentages provided for in Paragraph b. above. d. Records: The Contractor shall maintain his
separate records in such a manner as to provide a clear distinction between the direct costs of work
paid for on a time and materials basis and the cost of other operations. (1) The Contractor shall
prepare, and furnish to the Project Manager, report sheets in duplicate of each day's work paid for
on a time and materials basis the day after such work was performed. The daily report sheets shall
itemize the materials used, and shall cover the direct cost of labor and the charges for equipment
rental, whether furnished by the Contractor, subcontractor or other forces, except for charges
described in Paragraph c. above. The daily report sheets shall provide names or identifications and
classifications of workmen, the hours worked, and also the size, type and identification number of
equipment, and hours operated.
(2) Material charges shall be substantiated by valid copies of vendor's invoices. Such invoices shall
be submitted with the daily report sheets or, if not available, they shall be submitted with
subsequent daily report sheets. Should said vendor's invoices not be submitted within 60 days after
the date of delivery of the material or 15 days after acceptance of the work, whichever comes first,
the Project Manager reserves the right to establish the cost of such materials at the lowest current
wholesale prices at which such materials are available in the quantities concerned delivered to the
location of the work less any discounts provided in Paragraph b. (2) [a] above.
(3) Said daily report sheets shall be signed by the Contractor or his authorized agent.
(4) The Project Manager will compare his records with the Contractor's daily report sheets, make
any necessary adjustment, and compile the costs of work paid for on a time and materials basis on
daily time and materials work report forms furnished by the Project Manager. When these daily
reports are agreed upon and signed by both parties, they shall become the basis of payment for the
work performed, but shall not preclude subsequent adjustment based on a later audit.
e. Payment: Payment as provided in Paragraphs b. and c. above shall constitute full compensation
To the Contractor for performance of work paid for on a time and materials basis and no additional
compensation will be allowed therefor, except as provided in Paragraph f. below.
f. If the work under this Article is emergency in nature or is on a critical path, i.e., completion of
a milestone or overall Contract completion and affects efficient work and/or delays completion of
other Contract work, the Contractor may propose a lump sum amount, adequately analyzed and
certified for negotiation with the Contracting Officer as an added cost not covered by Paragraph
b. (1) through b. (4) above.
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O. 1.78 PRE-EMPLOYMENT CRIMINAL BACKGROUND CHECK
REQUIREMENT
a. Criminal background checks of all contractor employees working at the City facility on this
contract will be required. Eligibility for access to the City property will be based on the City’s pre-
employment Criminal Background Check criteria. The City will provide the contractor employees
with background check consent forms that the contractor employees must complete and sign. The
forms will require the contractor employees to appear in person, provide their full legal names,
including middle initials if applicable, as well as their Social Security numbers, in addition to other
information that will be necessary to conduct the background checks, by appointment. Upon
receipt of the completed, signed forms, the City will conduct background checks including
criminal court searches and Social Security Number verifications of the contractor employees. If
there is derogatory information that would disqualify a contractor employee from receiving a
badge to access the City property, the Contractor and its contractor employee will be notified that
the background check failed. The completed forms are secured in a locked file cabinet and are
destroyed one year after the expiration date on the contractor employee’s badge. These background
checks are expected to take at least five (5) business day for processing, so the contractor employee
must allow sufficient time for completion. The background check is free of charge.
b. Background checks are conducted to promote a safe work environment and to protect our
company’s most important assets: the people we serve and the people with whom we serve. This
enables Facilities Management in making prudent decisions and maintaining a high quality
workforce. Contractor employees who successfully complete the background checks are eligible
to enter the City property once they are issued a contractor badge. On the other hand, contractor
employees who do not authorize background checks or whose background checks are
unsatisfactory will not be granted contractor badges or access to the City property. The records
generated by these background checks that contain private information will not be disclosed unless
disclosure is required under the Privacy Policies.
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P. DELIVERY DISTRICTS
The City of Denton will be divided into two (2) delivery districts, North and South. It is the
City’s intent to award a contract for the north district, and a contract for the south district. The
goal is to ensure timely delivery on both sides of town and continuity of supply.
The awarded district supplier will be the first contact for deliveries in their assigned district. If
they are unable to meet the City’s needs for a specific delivery, the City may contact the other
district supplier to see if they can meet the City’s needs. For example, if the need is in the North
district, and that supplier can’t meet the delivery needs, then the South district supplier may be
utilized.
A map of the district lines is attached as Exhibit 4. The dividing line from west to east is along
Jim Cristal Road, to Oak Street, to Bell and then to McKinney street. If product is needed on the
dividing line, the South division supplier will be contacted first.