3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Robotic Athletic Field Painter

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for the purchase of a robotic field painter with Global Positioning System (GPS) guidance for the Parks and Recreation Department. The robotic field painter shall be suitable for marking athletic fields, parks, and other city-maintained surfaces.

The robotic field painter shall be delivered within two (2) to four (4) weeks after issuance of a Purchase Order. Delivery location will be identified by the Parks & Recreation Department.

The resulting agreement is intended for the purchase of one (1) robotic field painter. The Vendor shall provide all necessary training, repairs, and technical support during the term of the agreement and subsequent renewals.

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 PRODUCT SPECIFICATIONS

Vendors may propose any product that meets or exceeds the requirements stated in this section. Product specifications must be attached to the quote submission. The Department reserves the right to determine whether a proposed product complies with these requirements.

2.1 The robotic field painter shall be designed for outdoor use on turf and hard surfaces. The unit must be stable, durable, and suitable for repeated outdoor use.

2.2 The navigation and positioning system shall utilize Real-Time Kinematic Global Navigation Satellite System (RTK-GNSS) to ensure field marking accuracy.

2.3 The robotic field painter shall utilize RTK-GNSS connection through either a portable tripod-mounted local base station or a Continuously Operating Reference Station (CORS) network.

2.4 The robotic field painter shall provide repeatable positioning accuracy between one (1) centimeter and two (2) centimeters (approximately 0.4 inches to 0.8 inches).

2.5 The robotic field painter shall have positioning technology supporting

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 2 of 7 multi-constellation satellite positioning, including GPS, Galileo, GLONASS, and BeiDou satellite systems.

2.6 The robotic field painter shall include an integrated Global Navigation Satellite System (GNSS) antenna with Dual-SIM or equivalent cellular connectivity to allow cloud synchronization.

2.7 The robotic field painter shall have a weight ranging from 77 pounds up to 123 pounds.

2.8 The robotic field painter shall have overall dimensions ranging from a minimum of thirty-six (36) inches up to forty-three and seven tenths (43.7) inches in length, twenty-nine (29) inches to thirty-three (33) inches in width, and twenty-two and six tenths (22.6) inches to twenty-eight (28) inches in height.

2.9 The robotic field painter shall utilize a high-traction configuration (three-wheel or four-wheel) suitable for turf and hard surface operation.

2.10 The robotic field painter shall provide a minimum of five (5) hours of continuous spray and operation per battery charge.

2.11 The robotic field painter shall utilize a lithium-ion battery that is removable or interchangeable to support extended workdays.

2.12 The robotic field painter shall support standard Alternating Current (AC) charging with an approximate full charge cycle of eight (8) hours.

2.13 The robotic field painter shall support a painting speed of up to 2.2 miles per hour (1 meter per second).

2.14 The robotic field painter shall support a driving or transit speed of up to

4.4 miles per hour (2 meters per second) and include “drive-to” map point navigation capability.

2.15 The robotic field painter shall support a paint capacity ranging from a minimum of 2.6 gallons up to a maximum of approximately 5.3 gallons (20 liters).

2.16 The robotic field painter shall include a low-pressure pump system operating at approximately 50 pounds per square inch (PSI) designed to reduce paint consumption.

2.17 The robotic field painter shall include interchangeable spray nozzles, RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 3 of 7 including cone or flat configurations, with adjustable spray height and a low-paint alert system.

2.18 The robotic field painter shall be compatible with standard water-based field marking paints and shall not require proprietary paint brands.

2.19 The robotic field painter shall include tablet-based control software, via Bluetooth or cellular connection.

2.20 The software shall include at minimum 120 preloaded athletic field templates such as soccer, football, baseball, lacrosse, etc.

2.21 The software shall allow the creation or upload of custom field layouts and logos, with cloud backup for field templates and GPS location data.

3.0 VENDOR SUPPORT AND SERVICE REQUIREMENTS

3.1 Training and Support

3.1.1 The Vendor shall provide onsite setup and operation training for department staff.

3.1.2 The Vendor shall provide ongoing technical support and repair services for the robotic field painter for the duration of the resulting agreement.

3.2 Warranty

3.2.1 The Vendor shall provide a manufacturer warranty covering electronic components and parts. Warranty coverage shall begin upon acceptance of the robotic field painter by the City.

4.0 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 60 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

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 4 of 7 which funds have been appropriated.

5.0 INSURANCE REQUIREMENTS

Insurance requirements shall be in accordance with Section 10 of the City of

Fort Worth Draft Vendor Services Agreement.

6.0 METHOD OF AWARD

6.1 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.

6.1.1 A responsive bidder is defined to be one who submits a

completed quote packet within the stated time deadline and in accordance with the specifications.

6.1.2 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.

6.2 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.

6.3 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.

7.0 PRICE ADJUSTMENTS

7.1 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.

7.1.1 The Vendor must submit its price adjustment request, in writing, at least 60 days before the requested effective period.

The Vendor shall provide written proof of cost increases with

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 5 of 7 the price adjustment request and updated pricing per line item.

7.1.2 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.

7.1.3 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.

7.1.4 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 sixty (60) days.

7.1.5 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.

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

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 6 of 7

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) Each invoice must include, at minimum:

10.3.1 Department Name (e.g., Park & Recreation)

10.3.2 Department Number (e.g., FW080)

10.3.3 Purchase Order Number (e.g., 0000001234)

10.3.4 Invoice Number

10.3.5 Description of goods and/or services provided

10.3.6 Total amount due

The City of Fort Worth is tax exempt. The Vendor shall not include federal excise tax, state sales tax, or local sales tax on any invoice submitted to the City.

The Accounts Payable department invoice email address is not monitored so please do not send correspondence to this email. If the 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

11.1.2 Completed Bid Table

11.1.3 Small Business Enterprise Certificate, if applicable.

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

RFQt Ref. #: 26-0123 Doc. Ref#: RFQt-03 Page 7 of 7