3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 26-0119 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: Flight Suits & Accessories

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide Flight Suits and Accessories for the Police 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 The flight suits and accessories will be used to provide pilots and other flight crew members with uniforms and accessories designed with flight personnel safety in mind.

2.2 Following the award, additional products 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.

2.3 Technical requirements

2.3.1 Helicopter Helmet Gentex SHP-5 Dual Visor or approved equal

2.3.1.1 Certified to Version 4.3 (Nov. 12, 2019) through the

U.S. Department of the Interior and Unted States Forest Service Aviation Helmet Standard. Reference the following link for the standards:

https://www.doi.gov/sites/default/files/uploads/doi-usfs-aviation-helmet-standard-rev4.3.pdf

2.3.2 Composite shell reinforced with epoxy resin and an internal polystyrene energy-absorbing liner

2.3.3 Impact resistance of 300 multiples of the Earth’s standard gravitational acceleration (Gs) cold and 400 Gs hot

2.3.4 Visors shall meet all performance requirements of MIL-V- 43511 and have abrasion-resistant coating in accordance with

MIL-C-83409.

2.3.5 Yoke-style stabilizing retention system—with front, rear, and nape straps

2.3.6 Flat Grey or Black

https://www.doi.gov/sites/default/files/uploads/doi-%20%20%20%20%20%20%20%20%20%20%20usfs-aviation-helmet-standard-rev4.3.pdf https://www.doi.gov/sites/default/files/uploads/doi-%20%20%20%20%20%20%20%20%20%20%20usfs-aviation-helmet-standard-rev4.3.pdf

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2.3.7 Standard commercial warranty

2.3.8 Dazzle Laser Defense Lens

2.3.8.1 Made from ballistic-grade polycarbonate. Protects

against green (532 nm): > 2.5 OD, blue (445 nm):

>1.5 OD, and red (635 nm): >0.8 OD laser wavelengths. Has high Optical Density (OD) values of >2.5 and >1.5, respectively

2.3.9 Optional items (can be purchased at the time helmets are purchased or as standalone items):

2.3.9.1 ANR Complete System, General Aviation, 300 Ohms

2.3.9.2 Earphones auto shut-off, ANR Kit 300 Ohm with auto

shutoff Batter pack

2.3.9.3 E972 Earphones - 300 Ohm

2.3.9.4 Microphone, Flex bloom, 10” cord

2.3.9.5 CEP-Complete mini system (2 pairs of ear tips)

2.3.9.6 Helo coiled same side cord

2.3.9.7 Coil Cord with Volume Control Lead

2.3.9.8 Gel Ear seals (pair)

2.3.9.9 NVG Low Profile Battery Pack Mount

2.4 Shirts

2.4.1 Men & Lady Sentinel

2.4.1.1 DuPont™ 4.5-ounce Nomex® aramid fabric for pilots

and air crew.

2.4.1.2 Constructed with 5% Kevlar®, 93% Nomex®, and

2% antistatic fiber

2.4.1.3 Fade-resistant and wrinkle-resistant

2.4.1.4 Moisture-wicking properties

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2.4.1.5 Color: Sage Green

2.4.1.6 Untucked

2.5 Pants

2.5.1 Men & Lady Sentinel “Comfort Waist”

2.5.1.1 DuPont™ 4.5-ounce Nomex® aramid fabric for pilots

and air crew

2.5.1.2 5% Kevlar®, 93% Nomex®, and 2% antistatic fiber Fade-resistant and wrinkle-resistant

2.5.1.3 Moisture-wicking properties

2.5.1.4 Color: Sage Green

2.5.1.5 Untucked

2.6 Intermediate Weight Satin Flight Jacket

2.6.1 Color: Sage Green

2.6.2 Polyester twill lining with warm microfiber composition, to improve insulation performance. (intermediate weather conditions (~20°F to 50°F or -6°C to 10°C)

2.6.3 Heavy-duty zipper

2.6.4 Rib-knit cuffs and waistband

2.6.5 Pen Pocket (or no pocket option)

2.6.6 Water/Wind resistant

2.7 F-82 Style Goatskin Leather Flight Jacket

2.7.1 Smooth polyester twill lining

2.7.2 Storm flap

2.7.3 Brass zipper

2.7.4 Color: Dark Brown

2.7.5 Inside pocket

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2.8 Sheepskin Leather Touch Screen Flying Gloves

2.8.1 Standard flying gloves with touch screen

2.9 Unit pricing shall include all required components, required accessories, delivery, and warranty.

3.0 BRAND NAME OR EQUAL

3.1 Brand names are listed for references 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.

3.2 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 information furnished by the Bidder or identified in the bid and reasonably available to the SPM. The City shall have the sole right to determine equal products.

4.0 DELIVERY

4.1 Location

4.1.1 310 Gulfstream Rd. Fort Worth, TX 76106.

4.2 Days and Times

4.2.1 Monday through Friday Between 8:00 AM and 4:00 PM.

4.3 Required Delivery Date

4.3.1 30 days after receipt of Purchase Order (PO)

4.4 Hours

4.4.1 Normal service hours are Monday through Friday 8:00 AM to 4:00 PM, except holidays

4.4.1.1 City observed holidays are:

4.4.1.1.1 New Year’s Day

4.4.1.1.2 Martin Luther King Jr. Day

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4.4.1.1.3 Memorial Day

4.4.1.1.4 Juneteenth

4.4.1.1.5 July 4th

4.4.1.1.6 Labor Day

4.4.1.1.7 Thanksgiving Thursday and the following

Friday

4.4.1.1.8 Christmas Day

4.5 Inspection

4.5.1 The City will conduct a physical inspection of the items prior to acceptance.

5.0 METHOD OF AWARD

5.1 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.

5.1.1 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.

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

5.2 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.

5.3 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

RFQt Ref. #: 26-0119 Doc. Ref#: RFQt-03 Page 6 of 8 a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

5.4 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.

6.0 UNIT PRICE ADJUSTMENT

Vendors may require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Unless otherwise stated, price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal:

6.1 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.

6.2 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.

6.3 Prices bid shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated and agreed to by City.

6.4 Upon expiration of the Agreement term the successful bidder, agrees to hold over under the same terms and conditions of the executed Agreement for a reasonable period of time to allow the city to re-bid an agreement, not to exceed ninety (90) days.

6.5 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.

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7.0 WARRANTY

7.1 Minimum Warranty: One (1) year manufacturer’s warranty covering parts and labor.

7.2 Coverage: Shall include defects in materials and workmanship

7.3 Vendor shall provide technical manuals, if applicable.

8.0 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.

9.0 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.

10.0 INVOICES AND PAYMENTS

10.1 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

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

10.3 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) https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/supplierinvoices@fortworthtexas.gov

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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

11.0 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.

11.1 Bidder shall submit the following items:

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

11.1.2 Completed Bid Table

11.1.2.1 If offering an equivalent product, submit

manufacturer name, model number and product literature demonstrating compliance to the specifications.

11.1.3 Small Business Enterprise Certificate, if applicable.

11.1.4 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).

file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/Zz_FIN_AccountsPayable@fortworthtexas.gov