2-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Portable Real-Time Particulate Matter (PM) Monitoring Equipment for Field-Based Environmental Inspections

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for a portable real-time particulate matter (PM) monitoring equipment for field-based environmental inspections on as needed basis for the Environmental Services Department. The handheld monitor is required to perform real-time particulate monitoring in outdoor and variable field conditions, which cannot be adequately supported using desktop or indoor-only monitoring equipment.

This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

2.1 SPECIFICATIONS

2.1 Portable Real-time Particulate Matter Monitoring Device shall include:

2.1.1 DustTrak DRX 8534 Handheld Aerosol Monitor

2.1.1.1 Only acceptable model per the Texas Commission on

Environmental Quality (TCEQ) authorization.

2.1.2 Carrying case

2.1.3 Rechargeable 4200 mAh Li-Ion battery

2.1.4 Switching power supply with universal line cords

2.1.5 Zero filter

2.1.6 USB computer cable (device and host)

2.1.7 Inlet caps (2)

2.1.8 Calibration impactor kit, including PM2.5 impactor and impactor plate

2.1.9 Sample extension tube – minimum 3 feet/ 1 meter

2.1.10 Sheath air high-efficiency particulate air filters – minimum quantity of 8

2.1.11 Filter removal tool

2.1.12 Screwdriver

2.1.14 Operation and service manual

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 2 of 6

2.1.15 Calibration certificate

2.2 Quality Guard B2B (bumper to bumper) 5-year Warranty Contract

2.2.1 Unlimited repairs for defects in materials and workmanship

2.2.2 Annual factory calibration for unit

2.3 All items shall be new and unused.

2.4 Vendor shall provide all documentation necessary for operation, calibration, and warranty support.

2.5 Unit prices shall include all costs associated with the specified good/service, including but not limited to shipping, handling, delivery, fuel charges, and certifications fees. No additional charges will be accepted or paid by the city.

2.6 Warranty

2.6.1 The equipment shall be warranted by the manufacturer against all defects due to faulty materials and workmanship and comply with all conditions stated in this document.

2.6.2 The warranties shall not apply to damages due to vandalism, negligence, excessive operating conditions, accidents, or acts of God.

2.6.3 Warranties shall be effective for two (2) years from the date of acceptance of the equipment by the City.

2.6.4 The City shall notify the Vendor within 30 days after the discovery of any failure, defect or damage.

2.6.5 The Vendor shall remedy at the Vendor's expense any non-conforming or defective components or equipment.

2.6.6 If the Vendor fails to remedy any failure, defect or damage within 45 days of receipt of notice, the City shall have the right to replace, repair or otherwise remedy the failure, defect or damage at the expense of the Vendor.

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 3 of 6

3.0 SAM REGISTRATION

Due to the use of federal grant funding, all proposers are required to be actively registered with the System for Award Management (SAM) at https://sam.gov prior to award. Proof of active registration must be included with the proposal submission. Failure to be registered or provide verification may result in disqualification. Proposers that are suspended, debarred, or otherwise excluded from participation in Federal programs are not eligible for award under this solicitation.

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 to be 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

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 4 of 6 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, 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 Following the award, additional services of the same general category that could have been encompassed in the award of the

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 5 of 6 contract, and that are not already on the contract, may be added so long as such inclusion does not violate state or local law.

6.1.5 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.

6.1.6 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:

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

RFQt Ref. #: 26-0142 Doc. Ref#: RFQt-03 Page 6 of 6

(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 SAM Registration

10.1.4 Small Business Enterprise Certificate, if applicable.

mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov