CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0130 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: X-Ray Equipment Services

1.0 INTRODUCTION

The City of Fort Worth (City) is soliciting quotes for an annual Agreement for X-Ray equipment services for Fort Worth Animal Care and Control (FWACC) within the Code Compliance Department in accordance with the descriptions and specifications listed in this solicitation. 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 Vendor shall provide full service preventative maintenance, inspection, calibration, repair, and emergency service for FWACC X- Ray imagining equipment.

2.2 Services shall ensure that all covered equipment operates safely, reliably, and in compliance with applicable federal, state, and local regulations.

2.3 Maintenance services shall support continuous operational readiness and minimize equipment downtime.

2.4 All service visits shall be coordinated in advance with FWACC personnel to ensure access and operational coordination.

2.5 The Vendor shall maintain all required licenses and certifications as applicable. FWACC may request documentation to verify the qualifications of technicians performing services under this Agreement.

2.6 Additional goods and/or services of the same general category that could have been encompassed in the award of the Agreement, and that are not already on the Agreement, may be added.

2.7 A bid of 0 (zero) will be interpreted by the City has a no-charge (free) item and the City will not be expected to pay for that item.

2.8 Service locations are listed below. The City reserves the right to add or remove locations during the term of the Agreement.

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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

3.0 EQUIPMENT SERVICES

3.1 Equipment services shall include, but are not limited to: maintenance, installation, configuration, troubleshooting, and repair for the following X-Ray systems:

3.1.1 Digital Radiography (DR) systems.

3.1.2 Computed Radiography (CR) systems.

3.1.3 Fixed and portable X-Ray units.

3.1.4 X-Ray generators, tubes, detectors, control panels, and associated components.

3.2 The equipment covered under this Agreement consists of the Premium

Digital Vet System located at FWACC. The Premium Digital Vet System is the primary system and includes the associated components identified in the table below. The manufacturer is Vivix. Serial numbers are provided for reference. The City does not guarantee the completeness or accuracy of this information. Components may be repaired or replaced during the term of the contract as necessary.

Machine Type Serial Numbers (if available)

Premium Digital Vet System G84665 & G84658

Tethered Cass. SZ Detect VMDBAB012 & VMDBAA006

Acquisition PC MJ0CC51A & MJ0C9E7X

Monitor 24" Wide Screen V906141H-V906141L & V9061420-V9061422

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Picture Archiving & Comm.

Sys. MJ0CJR52 & MJ0CJR56

4.0 MAINTENANCE SERVICES AND REPAIRS

4.1 Scheduled preventative maintenance shall be performed in accordance with:

4.1.1 Original Equipment Manufacturer (OEM) recommendations.

4.1.2 Industry best practices.

4.1.3 Applicable regulatory standards.

4.2 Preventative maintenance shall include, at a minimum:

4.2.1 Inspection of mechanical, electrical, and electronic components.

4.2.2 Cleaning and lubrication of moving parts.

4.2.3 Verification of system alignment and image quality.

4.2.4 Calibration of imaging and control systems.

4.2.5 Performance testing and operational checks.

4.2.6 Inspection of cables, connectors, interlocks, and safety devices.

4.2.7 Written documentation of findings, corrective actions taken, and recommendations.

4.3 The Vendor shall diagnose and repair equipment failures, malfunctions, and performance degradation.

4.4 The Vendor shall provide all labor, troubleshooting, adjustments, and component replacements necessary to restore equipment to proper working condition.

4.5 All repairs shall be documented in a service report detailing:

4.5.1 Description of issue.

4.5.2 Root cause analysis (when applicable).

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4.5.3 Corrective actions taken.

4.5.4 Parts replaced.

4.6 The Vendor shall notify FWACC in writing prior to performing repairs.

Written approval from FWACC must be obtained before proceeding with non-routine repairs.

5.0 EMERGENCY AND ON-CALL SERVICES

5.1 Emergency services shall be provided for critical equipment failures.

Minimum response requirements are:

5.1.1 Telephone or remote response within four (4) hours.

5.1.2 On-site response within four (4) hours.

5.2 Emergency services shall be available during:

5.2.1 Normal business hours (Monday-Friday between 8:00 a.m. and 5:00 p.m.).

5.2.2 After-hours (Monday-Friday between 5:01 p.m. and 7:59 a.m.).

5.2.3 Weekends.

5.2.4 City-observed holidays.

6.0 RESPONSE TIME

6.1 Service call requests shall receive an initial response within forty-eight

(48) hours.

6.2 Repairs and maintenance requests shall be completed within five (5) business days from the date of service initiation, unless delays occur due to parts availability or other unforeseen circumstances beyond the Vendor’s control.

7.0 PARTS AND MATERIALS

7.1 All parts and materials provided under this Agreement shall be OEM or

OEM-approved, unless otherwise authorized in writing by FWACC.

7.2 Parts and materials shall be:

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7.2.1 New; not reconditioned or refurbished.

7.2.2 Covered by manufacturer or contractor warranty.

7.3 All parts and materials shall be itemized on invoices.

8.0 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.

9.0 METHOD OF AWARD

9.1 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.

9.1.1 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.

9.1.2 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.

9.2 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.

9.3 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, RFQt Ref. #: 26-0130 Doc. Ref#: RFQt-03 Page 6 of 8 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.

9.4 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.

10.0 PRICE ADJUSTMENTS

10.1 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.

10.1.1 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.

10.1.2 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.

10.1.3 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.

10.1.4 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.

10.1.5 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.

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11.0 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.

12.0 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

13.0 INVOICES AND PAYMENTS

13.1 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/registe r

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

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

supplierinvoices@fortworthtexas.gov

13.3.1 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)

13.3.2 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:

13.3.3 Zz_FIN_AccountsPayable@fortworthtexas.gov

14.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

RFQt Ref. #: 26-0130 Doc. Ref#: RFQt-03 Page 8 of 8 discretion, if the bid submittal fails to comply with the following instructions.

14.1 Bidder shall submit the following items:

14.1.1 Completed RFQt-01 Forms

14.1.2 Completed Bid Table

14.1.3 Small Business Certificate, if applicable.

14.1.4 Licenses and Certifications (Optional)