3-RFQt-03-Scope .pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFQt Ref. #: 26-0309 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: Cylinder Testing, Requalification, and Mobile Testing Services

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide pressurized cylinder testing, requalification, and mobile 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.

2.0 VENDOR REQUIREMENTS

2.1 The vendor shall be U. S. Department of Transportation (DOT) certified as a cylinder requalification facility and must provide a copy of its D.O.T. letter with its Pipeline and Hazardous Materials Safety Administration (PHMSA) Requalifier Identification Number (RIN) to the Fort Worth Fire Self Contained Breathing Apparatus (SCBA) Air Shop to keep on record.

2.2 The vendor shall be able to hydrostatically test SCBA breathing air cylinders, SCUBA breathing air cylinders, medical grade oxygen cylinders, and large D.O.T cylinders on an as needed basis per D.O.T. 49 CFR 180 subpart C guidelines and in accordance with any and all other local, state and federal regulations.

2.3 The vendor shall have mobile testing capability to test cylinders on location at various sites throughout the City. The mobile test lab shall:

2.3.1 Be equipped to perform hydrostatic testing and other authorized testing methods required under this solicitation

2.3.2 Be capable of performing testing at multiple City locations when requested.

2.3.3 Be capable of testing up to 150 cylinders per day. If vendor cannot meet this capacity please tell us (in Other Required Documents) what your daily testing capacity is.

2.3.4 At a minimum the vendor shall have the ability to accommodate cylinders ranging from approximately 3inches x 12 inches up to 10 inches x 66 inches.

2.4 The vendor shall provide the Fort Worth Fire SCBA Air Shop with a report of all cylinders tested with the results within 5 business days of testing.

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Testing records shall be provided electronically in a format acceptable to the City. Report shall include:

2.4.1 City asset/cylinder identification number, when provided.

2.4.2 Cylinder serial number.

2.4.3 Cylinder manufacturer.

2.4.4 Cylinder specification.

2.4.5 Cylinder service pressure.

2.4.6 Cylinder size/capacity.

2.4.7 Type of gas/service, including oxygen where applicable.

2.4.8 Testing method used.

2.4.9 Date of inspection/testing.

2.4.10 Test results, including:

2.4.10.1 Pressures and expansions recorded for the SCBA cylinders.

2.4.10.2 Requalification date/marking information, as applicable.

2.4.10.3 Pass/fail status.

2.4.10.4 Reason for rejection or condemnation, if applicable.

2.4.10.5 Contractor identification and applicable RIN.

2.4.10.6 Technician/tester identification.

2.4.10.7 Applicable Special Permit information when ultrasonic examination is used.

3.0 SCOPE OF SERVICES

3.1 Ultrasonic examination/requalification of cylinders when authorized by applicable DOT requirements, PHMSA approvals, and/or applicable Special Permits granted under the authority of 49 USC 5117.

3.2 Cylinder shall be examined to ensure it can safely hold its pressure.

3.3 Cylinder shall be filled with a nearly incompressible liquid, in most cases water, pressurizing the cylinder and examined for leaks or permanent changes in shape.

3.4 A visual inspection shall be performed each time a cylinder goes through the pressure testing process. The cylinder must be given an internal and external inspection in accordance with Compressed Gas Association (CGA)

RFQt Ref. #: 26-0309 Doc. Ref#: RFQt-03 Page 3 of 8 pamphlets, D.O.T CFR 49 requirements and any local, state, and federal laws.

3.5 Each Cylinder tested must be legibly labeled or stamped as applicable with the new hydrostatic test date in a manner that remains legible until the next test date or end of service of the cylinder.

3.6 Replacement of applicable O-rings and other minor testing-related components when requested.

3.7 Eddy current inspection when applicable to the cylinder specification and authorized testing method.

3.8 Return of tested/requalified cylinders to the City location.

3.9 Cylinder Rejection

3.9.1 The Vendor shall reject a cylinder when it meets a condition for rejection under the inspection requirements stated in the D.O.T CFR 49.

3.9.2 The Contractor shall clearly identify any cylinder that fails inspection, hydrostatic testing, ultrasonic examination, or other required testing.

3.9.3 The Contractor shall provide written documentation explaining the reason the cylinder was rejected or condemned.

3.9.4 The Contractor shall not repair, modify, or dispose of a City-owned cylinder without prior authorization from the City.

3.10 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.

4.0 SERVICE LOCATIONS

4.1 Locations may be added or removed during the term of the agreement

4.1.1 Fort Worth Fire Department (FWFD) Air Shop- 400 Grand Ave. Fort Worth, Texas 76164

4.1.2 Bob Bolen Public Safety Fire Training- 505 W Felix St. Fort Worth, Texas 76115

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4.1.3 FWFD Equipment Services Shop- 2930 W. Bolt St. Fort Worth, Texas 76110

4.1.4 FWFD Station 32- 10201 White Settlement Rd. Fort Worth, Texas

76108

4.2 Days and Times

4.2.1 Monday through Friday Between 8:00 AM and 5:00 PM, except holidays. City observed holidays are:

4.2.1.1 New Year’s Day

4.2.1.2 Martin Luther King Jr. Day

4.2.1.3 Memorial Day

4.2.1.4 Juneteenth

4.2.1.5 July 4th

4.2.1.6 Labor Day

4.2.1.7 Thanksgiving Thursday and the following Friday

4.2.1.8 Christmas Day

5.0 AGREEMENT TERM

5.1 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 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.

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

6.1.1.1 Bidders are 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.

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

RFQt Ref. #: 26-0309 Doc. Ref#: RFQt-03 Page 6 of 8 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 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.

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

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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 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 – BT08PS. All items must be bid to be considered for award for this RFQt.

11.1.3 Small Business Enterprise Certificate, if applicable.

11.1.4 Documentation (please upload to Other Required Documents in

Bonfire)

11.1.4.1 Documentation that vendor is a DOT certified

requalification facility.

11.1.4.2 Current PHMSA-approved RIN

11.1.4.3 List of all other applicable certifications, authorizations, and permits including federal approvals and Special Permits

11.1.5 Other Required Documents. In addition to the documentation listed in

11.1.4, Bidders may upload images of their facilities and equipment or any relevant information not specifically requested in the solicitation.

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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11.1.6 Acknowledgement of having read and being willing to comply with the City’s Draft Vendor Services Agreement. Please see Requested Information in the electronic bidding platform (Euna/ Bonfire).

11.1.7 Signed Addendum(s)