3-RFQt-03-Specifications 25-0261.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 25-0261 Doc. Ref#: RFQt-03 Page 1 of 5 RFQt Title: Rental Services for Tents, Tables, Chairs, and Supplies

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide rental services for tents, tables, chairs, and supplies for Neighborhood Improvement Program (NIP) events on as needed basis for the Neighborhood Services 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 Vendor shall perform rental services to provide tents, tables, chairs, and supplies on an as needed basis for NIP events that may occur in various areas. The City’s NIP, led by the Neighborhood Services Department, focuses on enhancing quality of life and public safety in historically underserved communities through targeted capital projects, maintenance, and community initiatives. Past improvements include safety cameras, streetlights, sidewalks, crosswalks, traffic calming, bike lanes, park development, recreation amenities, litter cleanup, code enforcement blitzes, demolition of abandoned structures, and neighborhood association support. This agreement aims to provide tent, tables, chairs, and supplies that are needing for NIP events.

2.2 NIP event dates and times are subject to change; the department will provide notification of any changes prior to the event.

2.3 Neighborhood Locations. Locations, including addresses, are subject to change as needed:

2.3.1 Ash Crescent

2.3.2 Tanglewood

2.3.3 Fairhaven

2.3.4 Seminary

2.3.5 Worth Heights

2.3.6 Las Vegas Trail

2.3.7 Como

2.3.8 Rosemont

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2.3.9 Northside

2.3.10 Historic Marine

2.3.11 Stop Six

2.4 An Outdoor Events Permit is required for tents 400 square feet or larger. The awarded vendor will be responsible for contacting the City of Fort Worth Office of Outdoor Events (OOE) to:

2.4.1 Submit the permit application

2.4.2 Pay the applicable permit fee

2.4.3 Attend a pre-event coordination meeting

2.4.4 Adhere to all tent placement and safety specifications as determined by the OOE

2.4.5 Provide a copy of the approved permit to the event organizer or designated contact

2.5 All permit fees and related costs will be billed to the City and subsequently reimbursed by the City.

2.6 Set-up and tear-down may occur between the hours of 7:00 a.m. and 10:00 p.m. CST, including weekends and holidays. Times are subject to change, and the vendor must remain flexible and adjust as directed by the event organizer or designated contact.

3.0 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.

RFQt Ref. #: 25-0261 Doc. Ref#: RFQt-03 Page 3 of 5

4.0 METHOD OF AWARD

4.1 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.

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

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

4.2 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.

4.3 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.

4.4 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.

5.0 BIDDER REQUIREMENTS

5.1 All bidders must provide and demonstrate the following minimum requirements:

5.1.1 Provide all items listed in Bid BT-47UV. Any additional goods or services offered beyond the specified requirements listed in the bid table may be uploaded under Any Other Requested Documents.

5.1.2 Provide full set-up and tear-down services, ensuring that all equipment and materials are properly installed prior to each

RFQt Ref. #: 25-0261 Doc. Ref#: RFQt-03 Page 4 of 5 event and removed upon completion. Please refer to 2.6 for dates and times.

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 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.

6.1.5 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.

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.

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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 (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 BID 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.

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.

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