1-RFQt-05-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 25-0235 Doc. Ref#: RFQt-05 Page 1 of 5 RFQt Title: Bicycles, Parts, Accessories, Maintenance and Repair

INTRODUCTION AND PURPOSE

The City of Fort Worth (City) is seeking quotes from qualified Bidders for the purchase of patrol bicycles, bicycle parts, and various accessories, as well as maintenance and repair service agreements for the purchased goods on behalf of the Transportation and Public Works (TPW) Department. Prospective bidders will be able to provide reliable, high-quality products and be able to provide additional services on an as-needed basis. Any reference to “Vendor,” “Supplier,” or “Bidder” shall be known to mean a respondent to this request.

1.0 BIDDER REQUIREMENTS – Bidder shall:

1.1 Have and operate a full-time, permanent business address located within the City of Fort Worth or surrounding counties and be readily accessible by both email and telephone.

1.2 Be able to provide the products requested and fulfil the services requested. If no responsive bidder is able to provide both the products and services, City may award to a vendor for products and a vendor for services.

1.3 Have 3 years of experience providing bicycle repair and maintenance services as a business.

2.0 PRODUCT SPECIFICATIONS

Any references to Make, Model and Manufacturer are only to indicate minimum specifications for quality and performance. They are not intended to be restrictive in nature or to eliminate use of any manufacturer’s products.

2.1 The product shall be new, unused, and a current standard product of an established manufacturer.

2.2 Recommended Model and Brand: Marlin 5, Trek Bicycle Corporation

2.3 Specifications are for minimum acceptable products. Bidder is welcome to submit according to these standards or better.

2.4 Frame – bicycle shall have an all-black frame with a matte finish and a wheel size of 29”.

2.4.1 Vendor shall be able to provide multiple frame sizes based on rider’s height and build.

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2.5 Tires – Bontrager XR2 Comp MTB Tire

2.6 Components:

2.6.1 Shifter – 9-Speed or higher

2.6.2 Crank – Prowheel steel narrow-wide ring

2.6.3 Bottom bracket – 73mm threaded cartridge

2.6.4 Chain – 9/10/11 speed

2.6.5 Pedal – Nylon platform

2.6.6 Seat post – Bontrager alloy, 31.6mm, 12mm offset

2.6.7 Handlebar – Bontrager alloy, 31.8mm, 5mm rise

2.6.8 Stem – Bontrager Comp, 31.8mm, 7 degree

2.6.9 Headset – Semi-integrated, 1 and 1/8”

2.7 Assets:

2.7.1 Rear mount kickstand

2.7.2 Water bottle cage

2.7.3 Front, back, and wheel reflectors

2.7.4 Ability to accommodate a rear rack and bike bag

2.8 Helmets shall comply with Multi-directional Impact Protection System (MIPS) specifications.

3.0 SERVICE SPECIFICATIONS

3.1 The Vendor shall use new and unused parts, accessories, and components for all repairs and replacements. Any substitution of parts must have prior approval by an authorized representative of the City.

3.2 Following each maintenance or repair session, the Vendor shall provide a report outlining the work performed, any components replaced or repaired, and any recommended actions or parts requiring attention in the future.

3.3 MAINTENANCE:

3.3.1 Bicycles shall undergo inspection and preventive maintenance twice per year as a standard, or quarterly upon request.

3.3.2 Scheduled maintenance shall be completed within three (3) business days of bicycle handoff to Vendor.

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3.3.3 Maintenance shall include, but is not limited to:

3.3.3.1 Clean and lubricate chain, gears, and brake

components

3.3.3.2 Inspect and adjust tire pressure

3.3.3.3 Check and adjust brakes (pads, cables, functionality)

3.3.3.4 Torque fastener adjustment

3.3.3.5 Inspect and adjust gears, shifting, and derailleur

3.3.3.6 Ensure frame, pedals, handlebars, and saddle are

secure and in good condition

3.3.3.7 Check reflectors, lights, and safety equipment

3.3.3.8 Any additional service needed for safety and

performance

3.4 REPAIR

3.4.1 Repair work shall be completed within 10 business days of bicycle handoff to the vendor, depending on the severity and type of repair required. Concessions will be made as needed on account of part availability restrictions or being on back order.

3.4.2 The Vendor shall have the capacity and facilities necessary to perform standard bicycle repairs. Standard repairs include, but are not limited to:

3.4.2.1 Replace, patch, and repair tires and tubes.

3.4.2.2 Adjust, replace, and repair brakes.

3.4.2.3 Repair and adjust gears, including derailleurs, shifters, and cables.

3.4.2.4 Replace worn pedals, handlebars, saddles, or other

components.

3.4.2.5 Make frame adjustments and minor repairs (excluding

major structural damage).

3.4.2.6 Inspect and deep clean drivetrain to improve

performance.

3.4.2.7 True wheels (lateral and vertical).

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4.0 PRICING

4.1 Bids shall contain an hourly rate for standard and rush repair services.

4.2 Maintenance agreement pricing shall include all labor, parts, or materials needed for standard maintenance as outlined in Sec. 3.3.

4.3 Parts pricing must be for compatible parts that match or exceed the quality of bicycle submitted.

4.4 Add-on items are services that the City has interest in, but may or may not utilize depending on budgetary needs.

5.0 BRAND NAME OR EQUAL

5.1 Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated.

Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s). If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

5.2 Bidders shall submit proposal, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall explain the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

5.3 The Senior Purchasing Manager or designee will evaluate “equal” products on the basis of information furnished by the bidder or identified in the bid and reasonably available to the Senior Purchasing Manager. The Senior Purchasing Manager or designee is not responsible for locating or obtaining any information not identified in the offer.

5.4 Unless the bidder clearly indicates in its bid that the product being offered is an “equal” product, the bidder shall provide the brand name product referenced in the bid.

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5.5 The City shall have the sole right to determine equal products.

6.0 WARRANTY

6.1 PRODUCTS:

6.1.1 The equipment shall be warranted by the manufacturer against all defects due to faulty materials and workmanship and comply with all conditions stated in this document.

6.1.2 Warranties shall be effective for at least one year from the date of acceptance of the equipment by the City.

6.1.3 The warranties shall not apply to damages due to vandalism, negligence, excessive operating conditions, accidents, or acts of God.

6.1.4 The City shall notify the Vendor within 30 days after the discovery of any failure, defect, or damage.

6.1.5 The Vendor shall remedy at the Vendor's expense any non-conforming or defective components or equipment.

6.1.6 If the Vendor fails to remedy any failure, defect, or damage within 30 days of receipt of notice, the City shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the expense of the Vendor.

6.2 SERVICES:

6.2.1 Repair service shall be warrantied for thirty (30) days. If a bicycle must be returned to the Vendor for the same repair within a thirty (30) day period, the Vendor will perform the repair at no cost to the City.

6.2.1.1 This warranty excludes repairs that would be at no

fault to the Vendor, such as a punctured tire.

Determination of repairs where the Vendor is not at fault will fall to the discretion of the City.

6.2.2 The Vendor is responsible for any defects in workmanship or materials used for repairs or maintenance. Should defects be present, the Vendor must rectify the problems at no charge to the City.

6.2.3 The vendor shall assume full responsibility for any damage to bicycles, tools, or equipment caused during the repair or maintenance process.