3-RFQt-03-Specifications 26-0047 .pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0047 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Motorcycle Helmets

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide motorcycle helmets on an “as needed” basis for the Police Department.

This is an informal bid and does not commit the City to award a contract or pay any cost incurred in preparing a response. Prospective bidders should ensure they download all attachments for complete responses and understanding of the agreement the City intends to award from this solicitation. The successful bidder, known hereafter as “Contractor”/“Vendor.” All fees and charges shall be included in the unit cost; no additional charges will be paid by the City.

2.0 SPECIFICATIONS

2.1 Helmets shall:

2.1.1 Meet or exceed Department of Transportation (DOT) FMVSS 218 and ECE 22.06 standards. This includes "P/J" dual homologation, certifying it as safe to wear both with the chin bar down (full-face) and up (open-face).

2.1.2 Have Advanced Rotational Energy Management (AREM):

Incorporates a proprietary system designed to reduce rotational forces during an impact, improving safety beyond standard impact protection.

2.1.3 Have an emergency release system.

2.1.4 Have shell construction made from lightweight 9K carbon fiber, including the chin bar.

2.1.5 Have a 180° Rotating chin bar: The chin bar rotates a full 180 degrees to rest securely at the back of the helmet.

2.1.6 Have a dual-locking system: The chin bar has a dual-locking mechanism to keep it firmly in the open position.

2.1.7 Have a 360° pivot locking: Ensuring a safe and secure lock when the chin bar is in the down (full-face) position.

2.1.8 Have LS2 A-Class scratch- and UV-resistant face shield providing a clear, undistorted field of vision.

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2.1.9 Have a twin visor system with an internal, drop-down sun shield offering eye protection from the sun without changing the main shield.

2.1.10 Include a Pinlock 120 Max Vision fog-resistant insert.

2.1.11 Have adjustable, multi-port, flow through ventilation.

2.1.12 Have multi-density Expanded Polystyrene (EPS) and noise-reducing cheek pads

2.1.13 Be communication system ready with integrated speaker pockets designed to accommodate LS2's own 4X Bluetooth devices or other communication headsets, such as Setcom.

2.1.14 Include a micro-metric quick-release chinstrap with a 100% stainless steel interlocking mechanism.

2.1.15 Include an interior comfort system (padding) that is fully removable, replaceable, and washable.

2.1.16 Be available in a white over black paint scheme that matches current helmets and is easily recognizable as a police helmet.

2.1.17 Be new, unused, high quality, of recent manufacture and suitable for their intended purpose. The products supplied shall not be re-conditioned or overhauled units.

3.0 BRAND NAME OR EQUAL

3.1.1 Brand names are listed for reference only and not intended to limit competition. Bidders may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid specifications

3.1.2 Bidders shall provide manufacturer name, model number, and product literature demonstrating compliance, with their bid submittal. The Senior Purchasing Manager (SPM) or designee will evaluate “equal” products on the basis of the information furnished by the Bidder or identified in the bid and reasonably available to the SPM. The City shall have sole right to determine equal products.

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4.0 DELIVERY

4.1 Address: 505 W. Felix, Fort Worth TX, 76115

4.2 Days/Times of delivery: Monday through Friday between 8:00 AM and 4:00 PM except holidays. City observed holidays are as follows:

4.2.1 New Year’s Day

4.2.2 Martin Luther King Jr. Day

4.2.3 Memorial Day

4.2.4 Juneteenth

4.2.5 July 4th

4.2.6 Labor Day

4.2.7 Thanksgiving Thursday and the following Friday

4.2.8 Christmas Day

4.3 Required delivery date shall be within 30 days of receipt of Purchase order

(PO).

4.4 Helmets may be visually inspected for obvious damage prior to acceptance of delivery.

5.0 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.

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6.0 METHOD OF AWARD

6.1 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.

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

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

6.1.3 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.

6.1.4 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.

6.1.5 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 BIDDER REQUIREMENTS

7.1 Bidder must have a minimum of two (2) years’ experience in retail, wholesale, or manufacture of motorcycle helmets.

7.2 Bidder must provide standard commercial warranty for the products purchased.

8.0 PRICE ADJUSTMENTS

8.1 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

RFQt Ref. #: 26-0047 Doc. Ref#: RFQt-03 Page 5 of 7 below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

8.1.1 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.

8.1.2 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.

8.1.3 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.

8.1.4 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.

8.1.5 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.

9.0 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.

10.0 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 https://www.fortworthtexas.gov/news/2025/7/sbdp

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11.0 INVOICES AND PAYMENTS

11.1 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

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

11.3 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

12.0 QUOTE 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.

12.1 Completed RFQt-01 Forms

12.2 Completed Bid Table BT-48AC

12.2.1 If offering an alternate model, include brand and make in that column on the Bid Table.

12.3 If offering an alternate model, please include all literature necessary for comparison purposes. Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

12.4 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).

https://www.fortworthtexas.gov/departments/finance/purchasing/register

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12.5 Small Business Enterprise Certificate, if applicable.

12.6 Warranty information for the helmet offered. Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

12.7 Documentation of years in business as a supplier of motorcycle helmets (ie.

Secretary of State). Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).