3-RFQt-03-Specifications 26-0116 .pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0116 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Racetrack Rental

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide motor racetrack rental 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. All fees and charges shall be included in the unit cost; no additional charges will be paid by the City.

2.0 SCOPE OF SERVICES

2.1 Facility Staffing Minimum Requirements

2.1.1 Track Operations Manager

2.1.2 Maintenance/Mechanical Support (on call to service the track and facility equipment if needed, not to service Police equipment).

2.2 Track Requirements

2.2.1 The track shall consist of an adequate straightaway for drivers to be able to attain 70-80 miles per hour (MPH) speeds.

2.2.2 The overall track length shall be a minimum of one (1) mile.

2.2.3 The track lanes shall be a minimum of 40 feet wide.

2.2.4 Track surface shall be:

2.2.4.1 Constructed of durable, all-weather paving material suitable for high-speed vehicle operation and emergency vehicle maneuvers.

2.2.4.2 Free of debris and objects that restrict safe usage of the facility.

2.2.4.3 Free of potholes and/or defects that restrict safe usage of the facility.

2.2.5 The track shall consist of at least six (6) turns, three (3) of which must be greater than 90 degrees.

2.2.6 The track shall contain multiple elevation changes.

2.2.7 The track lanes shall have no curbs.

2.2.8 The track shall be equipped with a "pit lane" in case of any vehicle breakdowns.

2.2.9 The facility shall include a staging area, where training outside of driving shall occur adjacent to the track.

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2.2.10 Track shall have access prevention control to include:

2.2.10.1 Controlled gate access.

2.2.10.2 Perimeter fencing.

2.2.11 Emergency response capabilities:

2.2.11.1 Spill cleanup for fuel, oil, and other fluids.

2.2.11.2 Fire suppression equipment.

2.3 Availability of Services

2.3.1 The facility shall be located within 50 miles of the Bob Bolen Public

Safety Complex (505 W. Felix Street, Fort Worth, TX 76115).

2.3.2 The track shall be open during regular business hours Monday through Friday from 9am to 5pm.

2.3.2.1 If there are any days/times Police Department will not be able to reserve the facility this shall be noted with your solicitation in Other Required Documents.

2.4 Quality Assurance

2.4.1 Police training/safety personnel will inspect the track condition upon arrival.

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. #: 26-0116 Doc. Ref#: RFQt-03 Page 3 of 6

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 as one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

4.1.3 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.

4.1.4 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.

4.1.5 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.

4.1.6 Following the award, additional 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 based on the discount bid and price sheet provided with the bid.

5.0 BIDDER REQUIREMENTS

Bidder must have a minimum of two (2) years’ experience operating a motor racetrack.

6.0 QUANTITIES

The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or guarantee future business. The City of Fort Worth is obligated to pay for only those materials and services actually

RFQt Ref. #: 26-0116 Doc. Ref#: RFQt-03 Page 4 of 6 ordered by an authorized City employee and then received as required and accepted by the City.

7.0 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

8.0 INVOICES AND PAYMENTS

8.1 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

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

8.3 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

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

RFQt Ref. #: 26-0116 Doc. Ref#: RFQt-03 Page 5 of 6 provide written proof of cost increases with the price adjustment request and updated pricing per line item.

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 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.

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

10.2 Completed Bid Table BT-04CQ

10.3 Acknowledgement of having read and fully understanding and accepting the terms of the Draft Vendor Service Agreement without exception.

10.4 Documentation of years in business operating a motor racetrack (i.e.

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

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10.5 If there are any days of the week or time periods that Police will not be able to reserve time submit that information in “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

10.6 Small Business Enterprise Certificate, if applicable.