1-RFQt-03-Specifications 26-0040.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0040 Doc. Ref#: RFQt-03 Page 1 of 7

RFQt Title: Critical Repairs to Airport Hangar Doors

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for a one-time purchase of immediate critical repairs to airport hangar bi-fold doors at Spinks Airport for the Aviation Department. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

This project is for one-time purchases for critical repairs, ongoing maintenance to be addressed with separate procurement.

2.0 SCOPE OF WORK

Immediate repairs needed to airport hangar doors to restore access to tenants for use. Schweiss bi-fold cable lift doors and bi-fold strap lift door, installed approximately in 2007, current repairs needed are replacement cables and potentially motors.

Approximately 6 hangar doors need immediate repairs of varying degree.

3.0 REPAIR REQUIREMENTS

3.1. Installation of parts and repairs by a hangar door technician with a minimum of two (2) years of experience in an airport setting is required.

3.2. Ability to perform specialized repairs on Schweiss bifold hangars door for aircraft. Repairs require custom parts and equipment such as (but not limited to):

3.2.1. High tension springs.

3.2.2. Heavy duty steel cable able to withstand 3000 pounds (lbs.) or more of pressure.

3.2.3. Specialized single phase and 3 phase electric motors.

3.2.4. Custom hinges and attachments are only available from the manufacturer.

3.3. The Vendor must be able to purchase replacement parts from Schweiss doors or other companies.

3.3.1. Supply Schweiss brand parts or Original Equipment Manufacturer (OEM) certified parts.

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3.4. All repairs must be guaranteed for ninety (90) days or more, with parts guaranteed for at least one year post-installation.

4.0 PERFORMANCE REQUIREMENTS

4.1. Operational Reliability

4.1.1. All hangar doors open and close smoothly without hydraulic leaks, binding, or uneven operation.

4.1.2. All safety interlocks, limit switches, and emergency stops function as designed.

4.1.3. Systems meet manufacturer-recommended specifications for speed, balance, and cycle performance.

4.2. Hydraulic System Performance

4.2.1. No visible leaks, fluid contamination, or pressure loss after repair.

4.2.2. Hydraulic systems maintain manufacturer-rated pressure and flow within ±5% tolerance.

4.2.3. System operates without abnormal noise or vibration.

4.3. Electrical & Control System Performance

4.3.1. Door operators and control circuits function per original design intent.

4.3.2. All electrical connections are secured, labeled, and tested for continuity.

4.3.3. Replacement control panels or components must be UL-listed and compatible with existing systems.

5.0 SUPPLIER RESPONSIBILITIES

5.1. City provides no equipment, the Vendor must bring all tools, equipment, parts, and other necessary materials for repairs. Access to electrical outlets can be provided if necessary.

5.2. Detailed work orders must be provided per repair with parts descriptions and quantities.

5.2.1. Work orders must accompany invoices in order for invoices to be paid.

Individual work orders for each door are required for maintenance records.

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5.2.2. Work orders must include dates of service, the technician completing service, what diagnostics were used to determine repair need, and what repairs were performed/parts were replaced.

5.2.3. Work order and invoice to be emailed to

aviationinvoices@fortworthtexas.gov in addition to supplierinvoices@fortworthtexas.gov

5.3. Prior to leaving the site, the vendor technician will walk through the work completed with the designated airport personnel.

5.4. The Vendor must comply with all Occupational Safety and Health Administration (OSHA) requirements while on-site.

5.5. All personnel associated with the Vendor are required to behave respectfully and professionally while on-site.

5.6. The Vendor must provide a direct point of contact for communication with the City and shall not rely solely on third-party platforms for service requests or updates.

6.0 DELIVERY REQUIREMENTS

6.1. Services will be required at:

6.1.1. Spinks Airport, 450 Alsbury Ct. Burleson TX 76028

6.2. Required response time:

6.2.1. The Vendor must respond to service requests within one (1) business day.

6.2.2. On-site repair evaluation or consultation must occur within three (3) business days of the response.

6.2.3. The repair date shall be scheduled once the necessary parts have arrived.

6.3. Service Hours

6.3.1. Normal service hours are Monday through Friday, 8:00 AM to 4:00

PM.

6.3.2. In urgent situations, after-hours, weekends, or holiday work may be performed upon request by authorized Airport personnel and agreement

RFQt Ref. #: 26-0040 Doc. Ref#: RFQt-03 Page 4 of 7 with the Vendor.

6.4. City observed holidays are:

6.4.1. New Year’s Day

6.4.2. Martin Luther King Jr. Day

6.4.3. Memorial Day

6.4.4. Juneteenth

6.4.5. July 4th

6.4.6. Labor Day

6.4.7. Thanksgiving Thursday and the following Friday

6.4.8. Christmas Day

7.0 AGREEMENT TERM

This agreement is for a one-time purchase and shall remain in effect until all goods and/or services have been delivered, inspected, accepted, and final payment has been made, unless otherwise terminated in accordance with the terms of this agreement.

8.0 METHOD OF AWARD

8.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

8.1.1 A responsive bidder is defined to be one who submits a

completed quote packet within the stated time deadline and in accordance with the specification.

8.1.2 A responsible bidder is defined to be one who demonstrates via responses to the selection criteria his/her ability to successfully deliver the supplies, equipment, or services being procured.

8.2 In order for the City to receive adequate coverage on its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

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8.3 The City reserves the right to accept or reject in whole or in part any or all bids received and to make an award on the basis of individual item, combination of items, or overall bid, as it is deemed in the best interest of the City. The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

8.4 The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

9.0 PRICE ADJUSTMENTS

9.1 Vendors that require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

9.1.1 The Vendor must submit its price adjustment request, in writing, at least 90 days before the requested effective period.

The Vendor shall provide written proof of cost increases with the price adjustment request and updated pricing per line item.

9.1.2 If the City concludes that the rate increase being requested is unacceptable, the City reserves the right to adjust the rate request, or reject the rate request in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to exercise the renewal option, the Purchasing Division reserves the right to issue a new solicitation or procure the goods or services by any other allowable means.

9.1.3 Prices shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated in writing and agreed to by City.

9.1.4 Upon expiration of the contract term, the successful Vendor agrees to hold over under the same terms and conditions of the contract for a reasonable period of time to allow the city to re-solicitate an agreement, not to exceed ninety (90) days.

9.1.5 The provision of goods and/or services shall not be suspended

RFQt Ref. #: 26-0040 Doc. Ref#: RFQt-03 Page 6 of 7 by the Vendor except as expressly allowed by the contract’s terms and conditions.

10.0 QUANTITIES - The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

11.0 SMALL BUSINESS PROGRAM - This solicitation is subject to the Small Business Program, Ordinance No. 27832-08-2025 under Chapter 21 of the Code of the City of Fort Worth. More information on the program can be found on the city’s website at:

https://www.fortworthtexas.gov/news/2025/7/sbdp

12.0 INVOICES AND PAYMENTS

12.1 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register

12.2 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.

12.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov

Please include the following on the subject line of your email: Supplier name, Invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234)

This email address is not monitored so please do not send correspondence to this email. If Vendor has any invoice questions, please contact the City Department ordering the goods/services or Central Accounts Payable at 817-392-2451 or by email at:

Zz_FIN_AccountsPayable@fortworthtexas.gov

13.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s

RFQt Ref. #: 26-0040 Doc. Ref#: RFQt-03 Page 7 of 7 discretion, if the bid submittal fails to comply with the following instructions.

13.1 Bidder shall submit the following items:

13.1.1 Completed RFQt-01 Forms

13.1.2 Completed Bid Table

13.1.3 Small Business Enterprise Certificate, if applicable.