2-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0217 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Small Arms Ammunition

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide Small Arms Ammunition for the Police Department Crime Lab, 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.

2.0 SPECIFICATIONS

2.1 Ammunition List

2.1.1 Required ammunition is detailed on Bid Table BT-23BO.

2.1.1.1 Following the award, additional products/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.

2.2 All ammunition must be new and of recent manufacture. No reconditioned ammunition or reloads will be accepted.

2.2.1 Lot numbers and/or manufacture dates must be marked on the ammunition box or included by the Vendor on the invoice and/or the shipping documents.

2.3 All ammunition received must adhere to Sporting Arms & Ammunition Manufacturer’s Institute (SAAMI) standards.

2.4 Vendor will adhere to all applicable Federal Bureau of Alcohol, Tobacco and Firearms (ATF) and Department of Transportation regulations for ammunition sales and shipping, such as labeling, packaging, not using the United States Postal Service (USPS) etc.

2.5 Vendor will adhere to all 3rd party shippers’ regulations regarding the labeling and packaging of ammunition to be shipped.

2.6 No substitutions will be accepted. If the specific ammunition ordered is not in stock, back-orders and partial shipments will be accepted.

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3.0 DELIVERY

3.1 Location

3.1.1 Fort Worth Police Department Crime Lab, Attention Paul

Slocum, 3616 East Landcaster Avenue, Fort Worth, TX 76103.

3.2 Days and Times

3.2.1 Monday through Friday Between 8:00 AM and 4:00 PM.

except holidays. City observed holidays are:

3.2.1.1 New Year’s Day

3.2.1.2 Martin Luther King Jr. Day

3.2.1.3 Memorial Day

3.2.1.4 Juneteenth

3.2.1.5 July 4th

3.2.1.6 Labor Day

3.2.1.7 Thanksgiving Thursday and the following Friday

3.2.1.8 Christmas Day

3.3 Required Delivery Date

3.3.1 30 days after receipt of Purchase Order (PO).

3.4 Acceptance

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

3.4.2 All deliveries must be signed for by a designated representative of the Fort Worth Police Department Crime Lab.

4.0 WARRANTY

4.1 Vendor shall honor manufacturers’ standard warranty.

4.2 Vendor shall provide warranty information for each product ordered upon request.

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5.0 AGREEMENT TERM

5.1 The term of the Agreement shall be for a one-year, with options to renew for additional four one-year periods at the City’s option.

However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the successful bidder, known hereafter as “Vendor” or “Contractor” or “Supplier” or “Seller”.

6.0 METHOD OF AWARD

6.1 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.

6.1.1 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.

6.1.1.1 Bidders are not required to bid on all items to be

considered for an award.

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 of 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.

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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.

7.0 UNIT PRICE ADJUSTMENT

Vendors may require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period. Vendors shall use the procedure listed below. Unless otherwise stated, price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal:

7.1 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.

7.2 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.

7.3 Prices bid shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated and agreed to by City.

7.4 Upon expiration of the Agreement term the successful bidder, agrees to hold over under the same terms and conditions of the executed Agreement for a reasonable period of time to allow the city to re-bid an agreement, not to exceed ninety (90) days.

7.5 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.

8.0 QUANTITIES - The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or a

RFQt Ref. #: 26-0217 Doc. Ref#: RFQt-03 Page 5 of 6 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.

9.0 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.

10.0 INVOICES AND PAYMENTS

10.1 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

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

10.3 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

11.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/supplierinvoices@fortworthtexas.gov file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/Zz_FIN_AccountsPayable@fortworthtexas.gov

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City’s discretion, if the bid submittal fails to comply with the following instructions.

11.1 Bidder shall submit the following items:

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

11.1.2 Completed Bid Table

11.1.3 Small Business Enterprise Certificate, if applicable.

11.1.4 Other Required Documents. This is an optional section for purposes of this solicitation. Bidders may upload images of their products or any relevant information not specifically requested in the solicitation.

11.1.5 Acknowledgement of having read and being willing to

comply with the City’s Standard Terms and Conditions.

Please see Requested Information in the electronic bidding platform (Euna/Bonfire).