2-RFQt-03-Specifications 26-0151 .pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0151 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Dive Equipment and Maintenance

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide dive equipment and maintenance services on an “as needed” basis. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response. All fees and charges shall be included in the unit cost; no additional charges will be paid by the City.

2.0 SERVICE ITEMS

2.1 Scuba Pro brand bi-annual service – 1st stage regulators:

2.1.1 Visual inspection of all exterior components.

2.1.2 Disassembly and inspection of internal components.

2.1.3 Hydro-sonic cleaning of all replaceable parts.

2.1.4 Replace all O-rings and routinely perishable/replaceable parts.

2.1.5 Reassembly of all parts to the correct torque specifications and adjust for proper pressure reduction.

2.2 Scuba Pro brand bi-annual service - 2nd stage regulators:

2.2.1 Visual inspection of all exterior components.

2.2.2 Disassembly and inspection of internal components.

2.2.3 Hydro-sonic cleaning of all replaceable parts.

2.2.4 Replace all O-rings and routinely perishable/replaceable parts.

2.2.5 Reassembly of all parts to the correct torque specifications and adjust for proper

2.2.6 pressure reduction.

2.2.7 Test the ability of second stage to hold intermediate pressure.

2.2.8 Test and adjust the cracking pressure for proper inhalation effort.

2.3 Ocean Reef brand full face piece service - annual:

2.3.1 Ocean Reef full face pieces require all of the above Sections 2.1 and

2.2, plus:

2.3.2 Pressure test the positive pressure integrity of the face mask.

2.3.3 Inspect/replace head straps, nose blocks, face cup and one way flapper valves.

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2.4 Oceanic brand dive computer annual service:

2.4.1 Pressure test unit to a functional depth of 330'.

2.4.2 Inspections of buttons.

2.4.3 Replace battery.

2.4.4 Replace battery compartment O ring and water proof integrity test of the computer.

3.0 VENDOR REQUIREMENTS

3.1 The Vendor must be a certified Scuba Pro dealer and have a Scuba Pro technician on staff to service and maintain the gear.

3.2 The Vendor must be an Ocean Reef dealer.

3.3 The Vendor must be a Diving Unlimited International dealer.

3.4 The Vendor must be certified to be able to provide Service for the existing equipment and the new equipment Fire Department will acquire.

3.5 The Vendor must have a physical location within the City of Fort Worth limits.

4.0 DELIVERY

4.1 Unless alternate arrangements are made for a specific order. City personnel will pick up new equipment purchases, and drop off/pickup equipment requiring scheduled maintenance or repair. Drop off/pickups will take place between 8:00 AM and 5:00 PM Monday through Friday except City Observed holidays. City observed holidays are as follows:

4.1.1 New Year’s Day

4.1.2 Martin Luther King Jr. Day

4.1.3 Memorial Day

4.1.4 Juneteenth

4.1.5 July 4th

4.1.6 Labor Day

4.1.7 Thanksgiving Thursday and the following Friday

4.1.8 Christmas Day

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4.2 Service locations will be determined at the time Purchase Order (PO) is generated by the Fire and Police Department designated representative.

4.3 Inspection

4.3.1 The City will conduct a physical inspection of the items prior to acceptance.

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, provided the bid price 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 as one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

6.1.3 In order for the City to receive adequate coverage of its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

6.1.4 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

RFQt Ref. #: 26-0151 Doc. Ref#: RFQt-03 Page 4 of 7 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.

6.1.5 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.

6.1.6 Following the award, additional services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid.

7.0 WARRANTY

7.1 The Vendor shall provide a warranty to include at a minimum, but not limited to the following:

7.1.1 In addition to any other warranties in this contract, the Vendor warrants that all work and products supplied under this agreement conforms to the agreement requirements and is free from any defect in workmanship, equipment, material, or design furnished by the Vendor or any supplier at any tier.

7.1.2 Vendor agrees to repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, any and all defective work and products. The City defines "prompt" repair or replacement to be within twenty- four (24) hours after notification by authorized City personnel.

7.1.3 This warranty shall continue for a period of 90 days from date of acceptance of products and work by the City.

7.1.4 The Vendor shall remedy at the Vendor’s expense any non-conforming or defective products or work. In addition, the Vendor shall remedy at Vendor’s expense any damage to real or personal property owned by the City of Fort Worth, when that damage is the result of a defect of products furnished.

7.1.5 The Vendor’s warranty with respect to products repaired or replaced will run for 90 days from date of installation and acceptance of such by the City.

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7.1.6 The City of Fort Worth shall notify the Vendor, within a reasonable time after the discovery of any failure, defect, or damage.

7.1.7 If the Vendor fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City of Fort Worth shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Vendor’s expense.

7.1.8 This warranty shall not include failures attributable to accident, fire, or negligence on the part of City personnel.

7.2 With respect to all warranties, expressed or implied, from manufacturers, or suppliers for work performed and materials furnished under this contract, the Vendor shall:

7.2.1 Obtain all warranties that would be obtained in normal commercial practice;

7.2.2 Enforce all warranties for the benefit of the City of Fort Worth.

8.0 BRAND NAME OR EQUAL

8.1 Brand names are listed for references only and not intended to limit competition. Bidders may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid specifications.

8.2 Bidders shall provide manufacturer name, model number and product literature demonstrating compliance with their bid submittal. The Senior Purchasing Manager (SPM) 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 SPM. The City shall have the sole right to determine equal products.

9.0 QUANTITIES

The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or guarantee 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.

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10.0 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

11.0 INVOICES AND PAYMENTS

11.1 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

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

11.3 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

12.0 UNIT PRICE ADJUSTMENT

12.1 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.

12.1.1 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.

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

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12.1.2 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.

12.1.3 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.

12.1.4 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.

12.1.5 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.

13.0 QUOTE SUBMISSION INSTRUCTIONS

A bid 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.

13.1 Completed RFQt-01 Forms (Instructions to Bidders, W-9, Conflict of Interest Questionnaire)

13.2 Completed Bid Table BT-14LT

13.3 Acknowledgement of having read and fully understanding and accepting the terms of the Draft Vendor Service Agreement without exception.

13.4 Documentation that Vendor is a certified Scuba Pro dealer. Please upload to Other Required Documents in Bonfire.

13.5 Documentation that Vendor has a qualified Scuba Pro technician on staff.

Please upload to Other Required Documents in Bonfire.

13.6 Small Business Enterprise Certificate, if applicable.