2-RFQt-03-Specifications 26-0020.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0020 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Gaming Machine Destruction

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide removal from storage and destruction of seized gaming machines for the Police 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 Police Department anticipates an estimated 160 to 180 gaming machines will need to be seized and disposed of annually.

3.0 REMOVAL AND DISPOSAL SERVICES

3.1 Vendor shall ensure complete destruction of the machine and its components. Parts are not to be refurbished, resold, or in any way repurposed.

3.2 Vendors may recycle materials as long as machines are broken down to the point that no parts may be re-used in the construction of gaming machines.

3.3 Vendor shall provide pickup and transportation services from the Police Department storage facility to the site of the disposal process.

3.3.1 Current storage area is located at Alliance Airport, 2221 Alliance Blvd. Fort Worth, TX 76177. Pickup will be scheduled with the Police Department’s designated personnel for a mutually agreed upon date and time.

3.4 Vendor shall provide all labor and any necessary equipment at a flat rate per gaming machine, regardless of weight or size. stipulated in the contract, with no hidden or additional costs, including fuel, equipment and/or vehicle rentals, and disposal fees to 3rd party waste disposal/recycling facilities.

4.0 ENVIRONMENTAL AND LEGAL COMPLIANCE

4.1 Vendor shall maintain records of all disposal activities and certify that all

SPECIFICATIONS

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4.2 materials were disposed of in accordance with local, state, and federal laws. Certification must be submitted quarterly.

4.3 Vendor shall provide quarterly documentation proving proper environmental disposal of hazardous materials (e.g., CRT monitors, batteries, etc.) according to Texas Commission on Environmental Quality (TCEQ) and Environmental Protection Agency (EPA) guidelines, and any other applicable State, County, and Fort Worth requirements.

4.4 Vendor shall submit an annual environmental compliance report detailing disposal methods.

4.5 Chain of Custody

4.5.1 Vendor shall ensure chain-of-custody documentation accompanies each machine from seizure site to storage facility, and from storage site to disposal facility. Logs must include date, time, location, and signatures from vendor and designated law enforcement personnel.

5.0 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.

6.0 METHOD OF AWARD

6.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all the provisions of the solicitation, SPECIFICATIONS

RFQt Ref. #: 26-0020 Doc. Ref#: RFQt-03 Page 3 of 6 RFQt Title: Destruction of Gaming Machines providedthe bidprice is reasonable, and it is in the best interest of the City to accept it.

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

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

6.2 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.

6.3 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.

6.4 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.

6.5 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.

7.0 BIDDER REQUIREMENTS

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

SPECIFICATIONS

RFQt Ref. #: 26-0020 Doc. Ref#: RFQt-03 Page 4 of 6 RFQt Title: Destruction of Gaming Machines

7.1.1 Disposal of machines and recycling of component materials must be done in accordance with (IAW) EPA standards and regulations.

7.1.2 Bidder shall have a minimum of three (3) years of

experience conducting services similar or related to the Scope of Work.

7.1.3 A minimum of two people must be dispatched to load

and/or remove machines from Police storage.

7.1.4 Minimum equipment required:

7.1.4.1 A moving apparatus (such as an appliance dolly)

capable of handling a minimum of 280 pounds (lbs.).

7.1.4.2 A cargo strap for securing the machine to the

dolly if not part of the moving apparatus.

7.1.4.3 A vehicle capable of transporting the machine to

the disposal location.

8.0 PRICE ADJUSTMENTS

8.1 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.

8.2 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.

8.3 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

SPECIFICATIONS

RFQt Ref. #: 26-0020 Doc. Ref#: RFQt-03 Page 5 of 6 RFQt Title: Destruction of Gaming Machines 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.

8.4 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 the City.

8.5 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.

9.0 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

9.4 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)

9.5 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 https://www.fortworthtexas.gov/departments/finance/purchasing/registe mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

SPECIFICATIONS

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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 List of employees, equipment, and vehicles available to provide services. Leased equipment and/or vehicles are allowed.