3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0122 Doc. Ref#: RFQt-03 Page 1 of 9

RFQt Title: Transportation Services for Field Trips and Special Events

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to establish an agreement to provide transportation services for field trips and special events on an as-needed basis for the Park and Recreation 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. SPECIFICATIONS

2.1. BIDDER REQUIREMENTS

2.1.1. Bidder must have a minimum of two (2) years providing the same or similar services as a business.

2.1.2. Bidder must have a minimum of sixty (60) buses in the

company fleet.

2.1.3. Bidder must have a minimum of sixty (60) drivers on staff.

2.1.4. Bidder must provide vehicles that are Americans with

Disabilities Act (ADA) compliant and able to accommodate individuals with disabilities.

2.1.5. Bidder’s primary operations location must be located within the Dallas-Fort Worth Metroplex.

2.1.5.1. This requirement is necessary due to the possibility of vehicular malfunction or accidents; for the health and safety of students and staff, back-up transportation must be able to arrive quickly.

2.2. SCOPE OF WORK

2.2.1. The City has approximately twenty-one (21) community

centers and three to five (3-5) schools that may travel on the same day for field trips. The successful bidder (“Vendor”) will provide transportation for school-aged children, adults, and staff attending field trips, educational programs, or special event trips, particularly during summer day camps.

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2.2.2. A list of anticipated locations can be found at the end of this document under “Exhibit A – Locations.” The City reserves the right to add or remove locations as needed throughout the term of the agreement.

2.2.3. Vendor shall notify the City (via telephone and email) immediately of late arrivals. Notification shall include the reason for the late arrival and any additional circumstances precluding the arrival.

2.2.4. Up to two buses may be needed for each location at a given time.

2.2.5. Vendor will generally receive trip details for scheduling

(including destination, departure time, and return time) approximately one (1) week in advance.

2.2.6. Buses shall be scheduled for trips from approximately

8:00AM to 6:30PM each day, with occasional special events occurring during weekend or evening hours.

2.2.7. Each year, vendor shall also provide transportation from schools to the University of Texas at Arlington for a one-time event that takes place for a duration of three to five (3-5) days.

2.2.8. Locations of mobile school locations may change; address will be confirmed with each scheduled transportation.

2.3. EQUIPMENT SPECIFICATIONS

2.3.1. All buses shall be equipped with the following:

2.3.1.1. Fully operational air-conditioning.

2.3.1.2. Seating capacity for at least sixty (60) passengers.

2.3.1.3. Two-way communication with base station.

2.3.1.4. First-aid equipment and supplies.

2.3.2. All vehicles used for this agreement shall maintain proof of a current Texas Department of Transportation inspection, and all work shall be performed by a certified mechanic. Vendor must provide confirming documentation to the City upon

RFQt Ref. #: 26-0122 Doc. Ref#: RFQt-03 Page 3 of 9 request.

2.3.3. Equipment must be clean, sanitized, and free from potential safety hazards.

2.3.3.1. City staff and program attendees must be allowed to

bring food and drink onboard any vehicle used to service this agreement.

2.3.4. The Vendor is responsible for all maintenance, fuel, repairs, and labor for the buses used to service the City.

2.3.5. The Vendor shall have a written back-up plan for mechanical breakdowns, vehicular accidents, or other interruptions of services. After award, the Vendor must provide a copy of said plans to City personnel upon request.

2.3.6. The Vendor shall maintain on-call service to respond to any mechanical failure during services or in preparation for services.

2.3.6.1. Alternate drivers and buses must be available to

ensure coverage in the case of mechanical or staffing difficulties.

2.3.6.2. In the event of a breakdown or accident, the Vendor

will be responsible for providing replacement transportation; replacement must be on-site within one to two (1-2) hours.

2.3.6.3. If the Vendor is unable to provide replacement

transportation and the City must secure alternative transportation, the Vendor shall be responsible for all costs incurred.

2.3.7. The Vendor shall conduct Criminal History Record

Information (CHRI) Checks through the Texas Department of

Public Safety (DPS), including fingerprint-based checks when required, in accordance with the Texas Education Code, Texas Government Code, and applicable DPS rules for any and all staff servicing the City.

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2.3.7.1. The Vendor must complete all required background

checks prior to assignment and ensure ongoing compliance throughout the term of the agreement, including any updates or rechecks required by law.

2.3.7.2. Ensure that no driver or staff member assigned

under this contract possesses a criminal history that would disqualify the individual from eligibility to work in a position involving contact with students under applicable Texas law.

2.3.7.3. Immediately remove from service any driver or

staff member who becomes ineligible due to a criminal conviction, deferred adjudication, loss of clearance, or failure to meet Texas school transportation requirements.

2.3.8. The Vendor shall maintain documentation demonstrating

compliance with all Texas CHRI check requirements and provide written certification of compliance to the City upon request.

2.3.9. The Vendor shall provide a clearance tag for all authorized personnel to perform services under this agreement prior to the personnel entering City property.

2.4. SERVICE REQUIREMENTS

2.4.1. All drivers must hold a valid, current State of Texas

Commercial Driver’s License (CDL), Class A or Class B, with a Passenger (P) and School Bus (S) endorsement or equivalent.

2.4.2. Drivers must have good communication skills and notify City staff upon arrival at the pickup location.

2.4.3. Driver must complete the following for each scheduled

service:

2.4.3.1. Complete and sign a vehicle inspection form

indicating the vehicle is in safe and operating

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2.4.3.2. Complete and sign the City’s travel form, in

triplicate (one copy to the community center, one copy to the Vendor, one copy for the Department administration office).

2.4.4. Driver will be responsible for the recording and reporting of all pertinent information the Vendor needs regarding payroll, forms, et cetera.

2.4.5. Driver may leave the drop-off location but must return 30 minutes prior to departure time. If driver is late, payment shall be reduced by 25% every 15 minutes.

2.4.6. The Vendor shall designate a staff contact person to be available for notification in the event the City needs to cancel a trip on the day prior to the scheduled trip.

2.4.6.1. The City reserves the right to cancel any request or reservation by 6:30 p.m. on the day preceding the scheduled trip without incurring late fees, penalties, or additional charges.

2.4.7. Within three (3) days of being awarded, Bidders shall submit a list of contact names and phone numbers for use by City staff when requesting service. The Vendor shall maintain and update this contact list for the duration of the agreement.

3. PRICING

3.1. Pricing will be charged as a flat rate per round trip. Pricing shall include the Vendor’s labor, equipment, travel time, and all other pricing factors.

3.2. If driver is late for pickup to return to the facility, payment shall be reduced by 25% for every 15-minute period until arrival.

3.3. No payments shall be made for arrivals later than 2 hours after specified arrival time.

3.4. The City shall not be charged for a bus that is not used, due to mechanical or other problems.

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3.5. All invoices for summer day camp services must be sent to the City on or before September 1st of each year.

4. AGREEMENT TERM

The initial term of the agreement shall begin on August 12, 2026 and last for 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.

5. 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 via responses to the selection criteria his/her ability to successfully deliver the supplies, equipment, or services being procured.

5.1.3. 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.

5.1.4. 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

RFQt Ref. #: 26-0122 Doc. Ref#: RFQt-03 Page 7 of 9 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.

5.1.5. 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.

6. PRICE ADJUSTMENTS

6.1. Pricing may be updated each January for the upcoming calendar year.

Pricing will be in effect for the entire calendar year of the January when it is submitted. If no price change is received by January 31st, the existing pricing will remain.

6.2. 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.

6.3. 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-solicit an agreement, not to exceed ninety (90) days.

6.3.1. 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.

7. 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.

8. 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

9. INVOICES AND PAYMENTS

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

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9.1. 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

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

9.3. Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov

9.3.1. 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)

9.3.2. 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

9.4. Invoice must include:

9.4.1. Supplier Name and Address

9.4.2. Remit to Supplier Name and Address, if different

9.4.3. Applicable City Department business unit number (i.e.

FW080)

9.4.4. Complete City of Fort Worth PO number (i.e. the PO number must contain all preceding zeros)

9.4.5. Invoice number

9.4.6. Invoice date

9.4.7. Items / description of services provided

9.5. Invoices – The Vendor shall send invoices individually and electronically to the City’s centralized Accounts Payable department invoice email address:

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

RFQt Ref. #: 26-0122 Doc. Ref#: RFQt-03 Page 9 of 9 supplierinvoices@fortworthtexas.gov

9.5.1. 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)

9.5.2. 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

10. QUOTE SUBMISSION INSTRUCTIONS

10.1. 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.

10.2. Bidder shall submit the following items:

10.2.1. Completed RFQt-01 Forms

10.2.2. Completed Bid Table (BT-39CD)

10.2.3. Small Business Enterprise Certificate, if applicable.

mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

Num. Location Address #1 Andrew Doc Sessions 201 S. Sylvania St, Fort Worth TX 76111 #2 Atatiana Carr-Jeffereson @ Hillside 1201 E. Maddox, Fort Worth TX 76104 #3 Besty Price Community Center 8375 Blue Mound Road, Fort Worth, TX 76131 #4 Charles H. Haws Athletic Center 600 Congress St, Fort Worth, TX 76107 #5 Chisholm Trail Community Center 4936 McPherson Blvd., Fort Worth TX 76123 #6 Diamond Hill Community Center 1701 NE 36th St., Fort Worth TX 76104 #7 Eugene McCray Community Center 4932 Wilbarger St., Fort Worth TX 76119 #8 Fire Station Community Center 1601 Lipscomb St., Fort Worth TX 76104 #9 Greenbriar Community Center 5200 Hemphill St., Fort Worth TX 76115 #10 Handley Meadowbrook Community Center 6201 Beaty St., Fort Worth TX 76112 #11 Highland Hills Community Center 1600 Glasgow Rd., Fort Worth TX 76134 #12 Hillside Community Center 1201 East Maddox Ave., Fort Worth TX 76104 #13 Log Cabin Village 2100 Log Cabin Village Ln, Fort Worth, TX 76109 #14 Martin Luther King Community Center 5565 Truman Dr, Fort Worth TX 76112 #15 Meadowbrook Golf Course 1815 Jenson Rd., Fort Worth, TX 76112 #16 Mobile Recreation 1601 Lipscomb St., Fort Worth TX 76104 #17 Nature Center 9601 Fossil Ridge Road, Fort Worth TX 76102 #18 North Tri-Ethnic Community Center 2950 Roosevelt Ave., Fort Worth, TX 76106 #19 Northside Community Center 1100 NW18th St, Fort Worth TX 76164 #20 Pecan Valley Golf Course 6400 Pecan Valley Dr., Fort Worth, TX 76132 #21 R.D. Evans Community Center 3242 Lackland Rd., Fort Worth TX 76116 #22 Riverside Community Center 3699 E. Belknap St., Fort Worth TX 76111 #23 Rockwood Golf Course 1851 Jacksboro Hwy., Fort Worth, TX 76114 #24 Southside Community Center 959 E. Roasedale, Fort Worth TX 76104 #25 Southwest Community Center 6300 Welch Ave., Fort Worth TX 76133 #26 Sycamore Community Center 2525 E. Rosedale St., Fort Worth TX 76105 #27 Thomas Place Community Center 4237 Lafayette Ave., Fort Worth TX 76107 #28 Victory Forest Community Center 3427 Hemphill St., Fort Worth TX 76110 #29 Worth Heights Community Center 3551 New York Ave., Fort Worth TX 76110

EXHIBIT A - Locations