3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0070 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Athletic Footwear

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide athletic footwear for the Police Department on an “as needed” basis. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response. All fees and charges shall be included in the unit cost; no additional charges will be paid by the City.

2.0 SCOPE OF SERVICES

2.1 The Contractor shall provide correctly fitted athletic footwear and associated fitting services to support the needs of Fort Worth Police cadets across all sanctioned programs. The intent is to ensure optimal performance, safety, and injury prevention through footwear tailored to the cadet individual biomechanics and work-specific requirements.

2.2 Assessment and Fitting: Vendor shall

2.2.1 Conduct professional foot measurements, gait analysis, and sport-specific movement assessments for all participating Police cadets.

2.2.2 Utilize advanced fitting technology such as 3D scanning, gait analysis, and pressure mappingto determine proper sizing and support needs.

2.2.3 Provide individual consultations to recommend the most appropriate commercially available footwear model and fit.

2.3 Custom-Fit Athletic Footwear: Vendor shall

2.3.1 Supply commercially available athletic cross training footwear tailored to each participant’s measurements and performance requirements.

2.3.2 Supply footwear designed for multi-environment use, including urban, desert, jungle, maritime, and mountainous terrain.

2.3.3 Ensure footwear meets current industry standards for durability, comfort, and safety.

2.3.4 Ensure materials meet or exceed industry specifications for durability, slip resistance, flame resistance, and waterproofing where applicable.

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2.3.5 Provide options for varying activity types (e.g., running, training, court sports) as applicable.

2.4 Injury Prevention & Wellness Support: Vendor shall

2.4.1 Ensure footwear design and fit reduce risks of common injuries such as shin splints, plantar fasciitis, stress fractures, ankle instability, and knee strain.

2.4.2 Offer custom orthotics or inserts when recommended as part of the fitting process. Provide corrective inserts or stabilizing components where recommended.

2.4.3 Provide education to participants on proper shoe use, recommended replacement schedules, fitting considerations, and maintenance to maximize effectiveness.

2.5 Delivery:

2.5.1 Cadets shall take footwear at the point of sale.

2.5.2 If the requested shoe is not in stock, cadet may either choose another shoe or wait for preferred shoe to be ordered.

2.5.2.1 When back orders arrive to location, Vendor shall notify designated point of contact (POC) at the Police Department and the Cadet will return to store to pick up.

2.6 Reporting and Quality Assurance: Vendor shall

2.6.1 Honor manufacturer’s warranty for each shoe sold.

2.6.2 Maintain and provide documentation of fitting results, participant feedback, manufacturer’s warranty information, and product specifications for agency records.

2.6.3 Commit to continuous improvement in alignment with the Law Enforcement wellness objectives.

3.0 VOUCHER SYSTEM AND PAYMENT PROCESS

3.1 Each authorized cadet shall receive a Police Department funded voucher to be redeemed directly with the Contractor for custom-fit footwear and associated services.

RFQt Ref. #: 26-0070 Doc. Ref#: RFQt-03 Page 3 of 6

3.2 The Contractor shall validate vouchers against government-issued identification and maintain accurate records of voucher use, including the individual served, product provided, and date of fulfillment.

3.3 The Contractor shall invoice the Police Department on a scheduled basis (monthly/quarterly).

3.4 Vouchers shall cover the full cost of assessment, fitting, footwear, and approved modifications, not-to-exceed $200.00, unless otherwise directed by the Contracting Compliance Specialist.

4.0 BRAND NAME OR EQUAL

4.1.1 Brand names are listed for reference 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.

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

5.0 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.

RFQt Ref. #: 26-0070 Doc. Ref#: RFQt-03 Page 4 of 6

6.0 METHOD OF AWARD

6.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all 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 as one who submits a completed quote packet within the stated time deadline and in accordance with the specification.

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

6.1.3 In order for the City to receive adequate coverage of its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

6.1.4 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 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.

6.1.5 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.

6.1.6 Following the award, additional services 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 based on the discount bid and price sheet provided with the bid.

7.0 BIDDER REQUIREMENTS

7.1 Bidder must have a minimum of two (2) years’ experience in sales and custom sizing of athletic shoes.

7.2 Have sufficient trained staff to provide foot measurements.

8.0 QUANTITIES

The quantities listed on the bid table are only estimates based on previous usage

RFQt Ref. #: 26-0070 Doc. Ref#: RFQt-03 Page 5 of 6 and do not indicate intent to purchase or guarantee 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)

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 bid 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 Completed RFQt-01 Forms

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

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11.2 Completed Bid Table BT-06HX

11.2.1 If offering an alternate model, include brand and make in that column on the Bid Table.

11.2.2 Vendors are not required to bid on all line items to be considered for award.

11.3 Complete catalog/price list of all shoes carried and discount off Manufacturer’s Suggested List Price, if offered. Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

11.4 If offering an alternate model(s), please include all literature necessary to confirm compatibility with the listed shoe(s). Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

11.5 Acknowledgement of having read and fully understanding and accepting the terms of the Draft Vendor Service Agreement without exception.

11.6 Warranty information for the products/services offered. Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

11.7 Documentation of years in business as a supplier of athletic shoes (i.e.

Secretary of State filing). Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

11.8 Provide a summary of your fitting procedures. Please upload to “Any Other Required Documents” in Requested Information in the electronic bidding platform (Euna/Bonfire).

11.9 Small Business Enterprise Certificate, if applicable.