2-RFQt-02-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 1 of 7 RFQt Title: Tablet and Electronic Device Repair & Maintenance Services

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide tablet and electronic device repair & maintenance services on as needed basis for Information Technology Solution 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.

2.0 SCOPE OF WORK

2.1 The Vendor shall have a minimum of 2 (two) years of experience performing tablet and electronic device repair similar or related to the scope of work.

2.2 The Vendor shall be within 15 miles of City limits.

2.3 The Vendor shall provide repair and maintenance for City-owned tablets and other electronic devices, following a thorough diagnostic evaluation of the device’s condition and reported issues.

2.4 The Vendor shall provide diagnostic evaluations and comprehensive testing to determine the cause of device malfunctions and provide accurate repair estimate. The diagnostic evaluation shall be included in the repair service.

2.5 The Vendor shall provide hardware repair services but are not limited to the following:

2.5.1 Screen Repair/ Replacement: Repair or replace cracked, shattered, or malfunctioning screens.

2.5.2 Battery Replacement: Replace aging, swollen, or faulty batteries that do not hold a charge.

2.5.3 Charging Port Repair: Correct issues preventing proper charging or connection.

2.5.4 Button Repair: Restore functionality to damaged or unresponsive power, volume, or home buttons.

2.5.5 Camera Repair: Repair or replace malfunctioning front or rear camera.

2.5.6 Speaker and Microphone Repair: Address issues related to sound

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 2 of 7 quality, audio input, or output.

2.5.7 Water Damage Repair: Clean, dry and replace affected

components caused by liquid exposure

2.6 The Vendor shall recover lost or deleted data from damaged or malfunctioning devices and assist with data backup solutions.

2.7 The Vendor shall service but are not limited to the following:

2.7.1 iPad Pro 12.9-inch (3rd–6th generation)

2.7.2 iPad Air 11-inch (M3)

2.7.3 Sonim XP10

2.7.4 Sonim XP8

2.8 The Vendor shall provide services within the following response time after notified by the City:

2.8.1 Standard repairs shall be completed within 1-2 business days from authorization, unless otherwise approved by the City.

2.8.2 Emergency or priority repairs may be requested by the City and shall be expedited to the extent possible.

2.8.3 Vendors shall notify the City immediately if additional time is required due to parts availability or other delays.

2.9 The Vendor shall maintain a majority of commonly used parts in stock to reduce downtime and ensure timely repair turnaround.

2.10 The Vendor shall provide pick-up and drop-off services for devices requiring repair at designated City locations. The list of service locations and addresses are listed below. The City reserves the right to add/delete any additional locations as needed.

Location Name Address City Hall 100 Fort Worth Trail, Fort

Worth, TX, 76102 MedStar Healthcare 2900 Alta Mere Drive, Fort

Worth, TX 76116

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 3 of 7

Bob Bolen Public Safety Complex

505 W Felix Street, Fort Worth, TX 76115

Fort Worth Police Department South Division

3128 W Bolt Street, Fort Worth, TX 76110

2.11 If the Vendor is unable to provide this service, a City representative will pick-up and drop-off devices, if within 15 miles of City limits.

2.12 Pick-up and Drop-off shall be between 7:00 a.m. to 6:00 p.m., Monday through Friday, unless otherwise noted.

2.13 A designated City representative will deliver and retrieve the devices, at the City’s option.

2.14 The list of service locations and addresses are listed below. The City reserves the right to add/delete any additional locations as needed.

2.15 The Vendor shall return repaired devices in clean, functional conditions, clearly labeled with device ID, work order number, and summary of repairs performed.

2.16 The Vendor must ensure secure transport and handling of all City devices to protect data and prevent damage during transit.

2.17 The Vendor shall maintain data security and confidentiality for all City-owned devices in their possession.

2.18 The Vendor shall test devices and verify functionality prior to return to the City.

2.19 The Vendor shall replace any device with an equivalent model at no cost to the City, if any device is lost, stolen, or further damaged while under the vendor’s care.

2.20 The Vendor shall provide coverage for loss or damaged goods during transport, handling, or repair.

3.0 WARRANTY

3.1 The Vendor shall provide warranty on all repairs and replacement parts for a minimum of 90 days from the date of return to the City.

3.2 The Vendor shall provide repair or replacement of the device at no

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 4 of 7 additional cost, if the same issue recurs within the warranty period.

3.3 Warranty repairs shall receive priority handling and be completed within one (1) business day of receipt, unless parts are unavailable.

3.4 The Vendor shall state any warranty exclusions or limitations.

4.0 AGREEMENT TERM

The initial term of the agreement shall be one (1) year. Upon the expiration of the initial term, the agreement shall renew under the same terms and conditions for up to four (4) one-year renewal periods, unless City or Supplier provides the other party with notice of non-renewal at least 90 days before the expiration of the initial term or renewal periods. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and the contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated.

5.0 METHOD OF AWARD

5.1 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.

5.1.1 A responsive bidder is defined as one who submits a completed quote packet within the stated time deadline and in accordance with the specification.

5.1.2 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.

5.2 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.

5.3 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, RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 5 of 7 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.

5.4 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.

6.0 PRICE ADJUSTMENTS

6.1 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.

6.1.1 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.

6.1.2 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.

6.1.3 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.

6.1.4 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.

6.1.5 The provision of goods and/or services shall not be suspended by the Vendor except as expressly allowed by the contract’s terms and conditions.

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 6 of 7

7.0 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.

8.0 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

9.0 INVOICES AND PAYMENTS

9.1 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

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

9.3 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

10.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s discretion, if the bid submittal fails to comply with the following instructions.

10.1 Bidder shall submit the following items:

https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

RFQt Ref. #: 26-0034 Doc. Ref#: RFQt-02 Page 7 of 7

10.1.1 Completed RFQt-01 Forms

10.1.2 Completed Bid Table RFQt 26-0034 Tablet and Electronic

Device Repair & Maintenance Services (BT-04UW)

10.1.3 Small Business Enterprise Certificate, if applicable.