3-RFQt-03-Specifications 26-0018.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0118 Doc. Ref#: RFQt-03 Page 1 of 5

RFQt Title: Real Estate E-Recording

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for an authorized E-Recorder to provide electronic recording of real estate documents on an as-needed basis for the Property Management 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

The Vendor shall provide electronic recording services for real estate documents through a secure, web-based portal authorized by Tarrant County.

City staff will log in directly to the Vendor’s website to upload, record, and retrieve documents electronically.

Services shall include:

Processing and returning recorded documents electronically within 24–48 hours.

Providing user accounts for designated City staff (initially two users, with the ability to add additional users if needed).

Maintaining a reliable and secure system that allows submission and retrieval of recorded documents.

Providing basic user orientation and account setup assistance, if needed.

o This service will not require any integration with City systems or IT support. The Vendor’s portal must comply with Tarrant County’s e-recording interface standards and maintain appropriate data security measures such as encryption and user authentication.

3.0 SUPPORT AND CUSTOMER SERVICE

The Vendor shall provide ongoing customer support during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., by phone or email.

Basic user assistance (account management, password resets, troubleshooting) shall be provided at no additional cost to the City.

4.0 COMPLIANCE

Vendor shall remain in good standing as an authorized E-Recorder with Tarrant County throughout the term of the agreement.

RFQt Ref. #: 26-0118 Doc. Ref#: RFQt-03 Page 2 of 5

RFQt Title: Real Estate E-Recording

The Vendor shall immediately notify the City if its authorization status with Tarrant County changes.

5.0 VENDOR REQUIREMENTS

The Vendor must be authorized as an E-Recorder with Tarrant County at the time of submission to be eligible for award.

The Vendor must have a minimum of two (2) years of experience conducting similar or related services to the Scope of Work.

6.0 PRICING STRUCTURE

The City will reimburse the Vendor for recording costs paid through Tarrant County’s escrow system. These costs reflect the County’s established recording fees and are treated as pass-through charges.

Vendors should not add any markup or additional charges to County fees.

Any separate Vendor administrative or service fees, if applicable, should be listed as a separate line item on the bid table.

If the Vendor has more than one administrative or service fee to disclose, please list the first fee in the “Primary Responses” tab and use the “Additional Responses” tab to itemize any other fees.

Each additional line should include the name or description of the fee or service and the unit of measure (if applicable) in the “Description of Fee” column. The unit cost should be captured in the “Price” column.

7.0 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. #: 26-0118 Doc. Ref#: RFQt-03 Page 3 of 5

8.0 METHOD OF AWARD

8.1 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.

8.1.1 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.

8.1.2 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.

8.2 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.

8.3 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.

8.4 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.

9.0 PRICE ADJUSTMENTS

9.1 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.

9.1.1 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.

RFQt Ref. #: 26-0118 Doc. Ref#: RFQt-03 Page 4 of 5

9.1.2 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.

9.1.3 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.

9.1.4 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.

9.1.5 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.

10.0 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.

11.0 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

12.0 INVOICES AND PAYMENTS

12.1 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

12.2 Payment – All payment terms shall be “Net 30 Days” unless specified

RFQt Ref. #: 26-0118 Doc. Ref#: RFQt-03 Page 5 of 5 in the bid and agreed in the City.

12.3 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

13.0 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.

13.1 Bidder shall submit the following items:

13.1.1 Completed RFQt-01 Forms

13.1.2 Completed Bid Table BT-78BV

13.1.3 Small Business Enterprise Certificate, if applicable.

13.1.4 Proof of Tarrant County E-Recording Authorization