2-RFQt-03-Specifications 26-0019.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Pool Cleaning and Maintenance Services

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide pool cleaning and maintenance services for the Fire 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 Pool Cleaning Schedule and Requirement

2.1.1 Twice weekly cleaning from April through November.

2.1.2 Weekly cleaning from December through March.

2.1.3 Cleaning includes vacuuming, brushing, cleaning top of pool with leaf net, emptying skimmers and pump basket.

3.1 Pool Maintenance Requirements

3.1.1 Maintenance shall be performed biannually.

3.1.2 Maintenance: All chemicals including sanitizer and balancing chemicals are included.

3.1.3 Maintenance of equipment includes backwashing of filters, cleaning of sensors, cleaning of chemical feeders and hoses.

4.1 Pool Specifications:

4.1.1 225,000-gallon pool.

4.1.2 Includes 55' x 75' x 6' lap and 30' x 40' x 12' dive training pool

4.1.3 Mechanical System:

4.1.3.1 Pool filtration is a high- rate pressure sand filtration with a horizontal fiberglass tank configuration and manual backwash valving.

4.1.3.2 Primary sanitizer is sodium hypochlorite (500 gallon

double- wall bulk storage tank, peristaltic pump feeder).

4.1.3.3 PH buffer media is muriatic acid (barboys on spill

containment platform, peristaltic pump feeder).

4.1.3.4 Automated chemical controllers are provided for

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 2 of 6 RFQt Title: Pool Cleaning and Maintenance Services continuous monitoring of water quality and automated feeding of chemicals. Remote access to chemical controllers is provided via Ethernet connection. Chemical controller functionality includes filter influent/ effluent tank pressure monitoring and data logging, as well as sodium hypochlorite tank lever sensing.

4.1.3.5 Automate water level control system is provided.

4.1.3.6 Ultra- violet secondary disinfection system is provided as a part of the pool recirculation system to aid with sanitation, particularly control of Cryptosporidium.

5.1 Required Chemicals

5.1.1 Sodium Hypochlorite(sanitizer) 2000 Gallons/ 500 Gallon tank to be filled quarterly.

5.1.2 Muriatic Acid(pH buffer) 12 ea. 15 Gallon Carboys

5.1.3 Calcium Chloride/ 10 ea. - SO# Bag

5.1.4 Sodium Bicarbonate/ 20 ea. SO# Bag

5.1.5 lsocyanuric Acid/ 1 ea. 100# Drum

5.1.6 Calcium Hypochlorite Granular/ 2 ea. 100# Pail

5.1.7 No Mor Problems/ 1 ea. Case (12 x 32oz bottle)

6.1 Items such as peristaltic pumps and/or parts associated with any equipment may be provided and quoted on an as needed basis. Vendor will provide supplemental quotes for any additional labor or parts requested that are not included in the scope of work.

7.1 Location and Hours of Service

7.1.1 Fire Training Facility 509 W. Felix St. Fort Worth, TX 76115

7.1.2 Monday-Friday 8:00AM-4:00PM

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 3 of 6 RFQt Title: Pool Cleaning and Maintenance Services

3.0 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.

4.0 METHOD OF AWARD

4.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all 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 as one who submits a completed quote packet within the stated time deadline and in accordance with the specification.

3.1.2 A responsible bidder is defined to be one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

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

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 4 of 6 RFQt Title: Pool Cleaning and Maintenance Services agreements of a similar nature.

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.

4.5 The draft Vendor Service Agreement is incorporated by reference into this bid solicitation and will form the basis of the final contract upon award. Therefore, Bidders that fail to acknowledge, accept and/or comply with all the terms and conditions listed in the draft vendor service agreement will be deemed non-responsive.

5.0 BIDDER REQUIREMENTS

5.1 All bidders must provide documentation demonstrating the following minimum requirements:

5.1.1 Bidder shall have a minimum of three (3) years of experience conducting services similar or related to the Scope of Work.

5.1.2 Bidder must have a valid Certified Pool Operator (CPO)

Certification.

5.1.3 Maintain a staffing of 4-5 employees minimum.

5.1.4 Respond to service calls within 24 hours of notification.

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

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 5 of 6 RFQt Title: Pool Cleaning and Maintenance Services 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.

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:

https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register

RFQt Ref. #: 26-0019 Doc. Ref#: RFQt-03 Page 6 of 6 RFQt Title: Pool Cleaning and Maintenance Services 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:

10.1.1 Completed RFQt-01 Forms

10.1.2 Completed Bid Table

10.1.3 Small Business Enterprise Certificate, if applicable.

10.1.4 Documented proof that Bidder has a minimum of three

(3) years of experience conducting services similar or related to the Scope of Work.

10.1.5 Valid Certified Pool Operator (CPO) Certificate

mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov