3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0110 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Preventive Maintenance Services for Animal Shelter Anesthesia and Medical Equipment

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for preventative maintenance services for animal shelter anesthesia and medical equipment on as needed basis for the Code Compliance 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 SPECIFICATIONS

2.1 Vendor shall have a minimum of three (3) years of experience performing preventative maintenance services for animal shelter anesthesia and medical equipment similar or related to specifications.

2.2 Work under this contract shall include the furnishing for all labor, tools, supplies, materials, transportation, supervision, and necessary insurance for “Preventative Maintenance Services” for Fort Worth Animal Care and Control Facilities (FWACC).

2.3 Vendor shall provide annual preventative maintenance and calibration for up to twenty-five (25) units of medical equipment at FWACC facilities. There is an anticipation of additional anesthesia machines and medical equipment being added as the mobile spay and neuter trailer becomes fully operational.

2.4 Vendor shall be in compliance with Occupational Safety and Health Administration (OSHA) 29 CFR 1910.101. Vendor shall have the Certified Biomedical Equipment Technician (CBET) certification.

2.5 Anesthesia Machine Service – Vendor shall:

2.5.1 Perform preventative maintenance annually

2.5.2 Check and repair machines for performance and leaks

2.5.3 Provide detail inspection and cleaning of absorber

2.5.4 Inspect and test inhalation and exhalation valves

2.5.5 Inspect and test operation of pop-off valves

2.5.6 Conduct precision vaporizer leak test, bypass test and

collaboration verification

2.5.7 Conduct leak tests and inspection of oxygen supply systems

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2.5.8 Confirm calibration and performance of flow meters, cleaning if necessary

2.5.9 Confirm proper operation and measure output of O2 flush valve

2.5.10 Inspect and test operation of waste gas system

2.5.11 Ensure waste gas systems are in compliance with OSHA 29

CFR 1910.101

2.5.12 Provide breathing system pressure leak test

2.5.13 Inspect all rubber goods

2.5.14 Provide written report detailing findings, work completed, and repair recommendations with cost estimates for repairs

2.5.15 Provide loaner anesthesia machine provided while repairs are made

2.6 Microscope Service – Vendor shall:

2.6.1 Perform preventative maintenance annually

2.6.2 Check and repair microscopes for performance, faulty parts, and lens cracks

2.6.3 Provide detail inspection and cleaning of unwanted oil and dust

2.6.4 Inspect and test for proper operation

2.6.5 Provide written report detailing findings, work completed, and repair recommendations with cost estimates for major repairs

2.7 Autoclave Service – Vendor shall:

2.7.1 Perform preventative maintenance annually

2.7.2 Check and repair machines with FWACC staff

2.7.3 Provide detail inspection and cleaning of the chamber, flushing water tanks, replacing door gaskets, and ensuring a leak free cycle

2.7.4 Deep clean and flush the fill tube to ensure no residual cleaning chemicals are left behind

2.7.5 Provide written report detailing findings, work completed, and repair recommendations with cost estimates for major repairs

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2.8 Vendor shall respond within forty-eight (48) hours to any service request received by FWACC staff.

2.9 Vendor shall respond to emergency service request within twenty-four

(24) hours of any request received by FWACC staff.

2.10 Annual maintenance services will be scheduled by FWACC staff.

2.11 Parts and materials must meet or exceed the industry standard for improvement of the services to be performed and conform with respect to the specifications.

2.12 All serviceable equipment is listed below. The City reserves the right to add/delete any additional machines as needed.

Machine Type Manufacturer Serial # / Model# Anesthesia Stand Midmark (own 2) 91805111 Anesthesia Stand Midmark Model # M11-043;

Serial # V2306412 Anesthesia Stand S1 Midmark Model # 91800081;

Serial # V2324120 Anesthesia Stand S2 Midmark Model # 91800081;

Serial # V2324364 Anesthesia Stand S3 Midmark Model # 91800081;

Serial # V2324135 Anesthesia Stand S4 Midmark (currently not in use) Model # 91800081;

Serial # V2324304

Sevoflurane Machine Landmark Medical 85264 Autoclave Midmark Model# M11; Serial #

V2589468 Microscope Unico (own 2) G380-LED Microscope Unico G380PL-LED

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Microscope M1 Vetone G38L 20200823 Microscope M2 LW Scientific 21790604 Vaporizer V1 Vaporizer Sales and

Service

VSR3663

Vaporizer V2 Midmark V2336123 Vaporizer V3 Midmark V2321561 Vaporizer V4 Midmark (currently not in use; needs repair

V321516

Vaporizer Midmark 323076F Vaporizer Midmark 0607VAP8646 Vaporizer Landmark Medical D14028

2.13 The list of service locations and addresses are below. The City reserves the right to add/delete any additional locations as needed.

Location Name Address Chuck & Brenda Silcox Animal

Care & Adoption Center 4900 Martin Street, Fort Worth, TX 76119

Henry's Animal Campus 351 Hillshire Drive, Fort Worth, TX 76052

2.14 Warranty

2.14.1 Vendor shall guarantee all work that is performed under this contract, including all materials, workmanship, for a minimum of one (1) year from the date of full acceptance of work.

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

RFQt Ref. #: 26-0110 Doc. Ref#: RFQt-03 Page 5 of 7 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.

4.0 METHOD OF AWARD

4.1 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.

4.1.1 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.

4.1.2 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.

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 PRICE ADJUSTMENTS

5.1 Vendors that require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the

RFQt Ref. #: 26-0110 Doc. Ref#: RFQt-03 Page 6 of 7 procedure listed below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

5.1.1 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.

5.1.2 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.

5.1.3 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.

5.1.4 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.

5.1.5 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.

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 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.

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

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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 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.

9.1 Bidder shall submit the following items:

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table

9.1.3 Certified Biomedical Equipment Technician Certification

9.1.4 Small Business Enterprise Certificate, if applicable.

https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov