2-RFQt-03-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFQt Ref. #: 26-0279 Doc. Ref#: RFQt-02 Page 1 of 7 RFQt Title: Manhole Inspection Camera

1.0 INTRODUCTION AND PURPOSE

1.1. The City of Fort Worth (City) is requesting quotes from qualified vendors for the treek cameras for the Water Department. The qualified vendor who is licensed to repair and replace glass in windows and doors throughout the City of Fort Worth (City) on an "as needed" basis.

1.2. This is an informal solicitation and does not commit the City to award a contract or pay any costs incurred in the preparation or submission of a response.

2.0 BACKGROUND

2.1. The System is a portable, non-entry inspection platform designed to acquire high-resolution 360° imagery and video from underground infrastructure including:

2.1.1. Manholes

2.1.2. Lift stations

2.1.3. Stormwater structures

2.1.4. Sanitary sewer structures

2.1.5. Utility vaults

2.1.6. Catch basins

2.1.7. Culverts

2.1.8. Interceptors

2.1.9. Diversion structures

2.2. The system enables visual inspections while reducing the need for confined space entry and is intended as a remote visual inspection platform for underground infrastructure.

2.2.1. Equipment shall be stored dry, clean, protected from impact, and within manufacturer-recommended temperature limits.

2.3. The system shall be operated in accordance with all applicable federal, state, and local safety regulations including, but not limited to:

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2.3.1. OSHA 29 CFR 1910.146 – Permit-Required Confined Spaces

2.3.2. OSHA 29 CFR 1926 Subpart M – Fall Protection

2.3.3. OSHA 29 CFR 1926 Subpart AA – Confined Spaces in

Construction

2.3.4. Employer confined space procedures

2.3.5. Utility owner safety requirements

3.0 SCOPE OF SERVICES

3.1. Contractor Responsibilities

3.1.1. The Service Provider shall perform all tasks necessary to fulfill the requirements of the Scope of Services. Required tasks, deliverables, and expected outcomes shall be clearly defined and documented to ensure alignment with the objectives of the engagement.

3.1.2. The Service Provider shall meet established performance standards and measurable metrics applicable to the services provided. Performance shall be evaluated based on agreed-upon criteria, including quality, accuracy, timeliness, responsiveness, and achievement of specified outcomes.

3.1.3. The Service Provider shall complete all required tasks and deliverables in accordance with the agreed-upon criteria

3.2. Camera Orientation Requirements

3.2.1. The system shall permit operators to capture still photographs, record continuous 360 video, maintain camera orientation, illuminate underground structures, lower equipment vertically, and deploy equipment without confined space entry.

3.3. Camera

3.3.1. The system shall support:

3.3.1.1. 360° imaging

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3.3.1.2. 360° video

3.3.1.3. Wireless live preview

3.3.1.4. Remote shutter operation

3.3.2. Preferred Camera

3.3.3. Alternate Camera

3.3.3.1. Rico Theta Z1

3.3.3.2. GoPro Max (water applications only)

3.4. Lighting

3.4.1. Lighting shall provide:

3.4.1.1. Dual-sided illumination

3.4.1.2. Minimum output:

3.4.1.2.1. 1500 lumens per light

3.4.2. System shall support:

3.4.2.1. Single light operation

3.4.2.2. Dual light operation for structures exceeding 6 ft

diameter

3.5. Motorized Lowering System

3.5.1. The lowering assembly shall provide:

3.5.1.1. Controlled descent

3.5.1.2. Controlled ascent

3.5.1.3. Variable speed

3.5.1.4. Reversible direction

3.5.1.5. Battery-powered operation

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3.6. Carbon Fiber Pole

3.6.1. The inspection pole shall provide:

3.6.1.1. Modular construction

3.6.1.2. Adjustable extension

3.6.1.3. Maximum working reach of approximately 10 ft

3.6.1.4. Gravity-assisted gimbal maintaining vertical camera

orientation

3.7. Equipment Components

3.7.1. Tripod Deployment Kit

3.7.1.1. Standard equipment includes:

3.7.1.1.1. Rolling hard case

3.7.1.1.2. Holder

3.7.1.1.3. Tripod

3.7.1.1.4. Motorized lowering rig

3.7.1.1.5. Battery pack

3.7.1.1.6. Battery charger

3.7.1.1.7. Project board

3.7.1.1.8. Camera cradle

3.7.1.1.9. Camera sleeve

3.7.1.1.10. Two LED inspection lights

3.7.1.1.11. Paint pole adapter

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3.7.1.1.12. Secondary light adapter

3.7.1.1.13. USB cables

3.7.1.1.14. Marking pens

3.7.2. Pole Deployment Kit

3.7.2.1. Includes but not limited to:

3.7.2.1.1. Carbon fiber extension pole

3.7.2.1.2. Gravity gimbal

3.7.2.1.3. Quick-connect adapter

4.0 METHOD OF AWARD

4.1. 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.

4.1.1. 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.

4.1.2. 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.

4.2. 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.

4.3. 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.

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4.4. 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.

5.0 PRICE ADJUSTMENTS

5.1. The pricing provided under this Agreement shall remain firm and fixed for the duration of the contract and shall include all costs necessary to provide the completed shipping container office unit, including but not limited to materials, labor, fabrication, delivery, and any associated fees.

5.2. No price increases shall be allowed after contract execution. The Vendor shall not be entitled to any additional compensation due to increases in material costs, labor costs, tariffs, supply chain impacts, or other economic conditions.

5.3. Any request for a price adjustment must be submitted in writing and is subject to prior written approval by the City. Price adjustments will only be considered in the event of a material change in scope initiated by the City and must be supported by detailed documentation justifying the adjustment.

5.4. Unauthorized price increases or additional charges not approved in writing by the City shall not be paid.

5.5. In the event of an approved change in scope, pricing adjustments shall be fair, reasonable, and negotiated in good faith between both parties and documented through a formal written amendment to this Agreement.

6.0 Quantities

6.1. 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 ordered by an authorized City employee and then received as required and accepted by the City,

7.0 SMALL BUSINESS PROGRAM

7.1. This solicitation is subject to the Small Business Program, Ordinance

RFQt Ref. #: 26-0279 Doc. Ref#: RFQt-02 Page 7 of 7 RFQt Title: Manhole Inspection Camera

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

8.0 INVOICES AND PAYMENTS

8.1. 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

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

8.2. 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

9.0 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.

9.1 Bidder shall submit the following items:

9.1.1Completed RFQt-01 Forms

9.1.2 Completed Bid Table

9.1.3 Small Business Enterprise Certificate, if applicable.

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