3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0155 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: License Plate Reader Cameras and Associated Accessories

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for license plate reader cameras and associated accessories on as needed basis for the Environmental Services 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 Vendor shall respond by furnishing such equipment, materials, labor, personnel and transportation for license plate reader cameras and associated accessories to support investigative and enforcement operations by capturing license plate images of vehicles associated with illegal dumping and other violations occurring within the City of Fort Worth.

2.2 All pricing submitted shall include all associated costs, including but not limited to freight, delivery, fuel, handling, and any other applicable charges. No additional charges shall be accepted or paid by the City.

2.3 Following award of the agreement, additional items of the same general category that could have been included in this solicitation may be added to the agreement if mutually agreed upon by the City and Vendor.

2.4 Vendor shall provide products that meet the minimum performance and durability standards specified herein. All items must be suitable for continuous outdoor use, resistant to corrosion, and designed for reliable daily field operation. Including, but not limited to the following:

2.4.1 License Plate Reader Cameras

2.4.1.1 License Plate Reader Camera shall meet or exceed the

following minimum specifications:

2.4.1.1.1 Ability to read license plates of vehicles

traveling at speeds up to 50 miles per hour, during both day and nighttime conditions

2.4.1.1.2 Produce color images.

2.4.1.1.3 Utilize covert infrared technology with no

visible glow.

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2.4.1.1.4 Provide a 0.20 second trigger speed with

motion sensing capability.

2.4.1.1.5 Have a nighttime shutter speed of 1/960.

2.4.1.1.6 Include infrared capability reaching a

minimum of 50 feet.

2.4.1.1.7 Include loop recording functionality to

continue recording when the memory card becomes full.

2.4.1.1.8 Be capable of accepting and operating with

memory cards up to 512 GB capacity.

2.4.1.1.9 Provide minimum 720p image quality.

2.4.1.1.10 Include advanced multi-scheduling

functionality.

2.4.1.1.11 Include a minimum one (1) year

manufacturer warranty.

2.4.2 Camera Enclosures

2.4.2.1 The protective enclosure for the camera shall meet the following minimum specifications:

2.4.2.1.1 The protective enclosure for the camera

shall meet the following minimum specifications:

2.4.2.1.2 Constructed of 16-gauge steel.

2.4.2.1.3 Include a weather-resistant powder coating

finish.

2.4.2.1.4 Include a four (4) lag bolt mounting system.

2.4.2.1.5 Dimensions shall be approximately 7 inches

x 5.5 inches x 3.5 inches deep.

2.4.3 Heavy Duty Swivel Mounts

2.4.3.1 The swivel mount shall meet the following minimum

specifications:

2.4.3.1.1 Include a swivel ball design.

2.4.3.1.2 Allow full angle adjustability.

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2.4.3.1.3 Include a locking mechanism to secure

positioning.

2.4.3.1.4 Include a two (2) lag bolt mounting system.

2.4.3.1.5 Be constructed of steel.

2.4.4 Universal Camera Mounts

2.4.4.1 The universal camera mount shall meet the following

minimum specifications:

2.4.4.1.1 Include a low-profile design.

2.4.4.1.2 Utilize a screw-in mounting system.

2.4.4.1.3 Be fully adjustable.

2.4.4.1.4 Eliminate the need for bungee cords or

temporary mounting methods.

2.5 Vendor shall provide the following for all equipment:

2.5.1 Equipment supplied shall be new, unused, current production models, and of high quality suitable for the intended purpose.

2.5.2 Equipment shall be free from defects in materials and

workmanship.

2.5.3 Any defective or damaged equipment shall be replaced by the Vendor at no additional cost to the City.

2.5.4 The Vendor shall be responsible for all costs associated with replacement, including transportation, inspection, repackaging, and reshipping.

3.0 VENDOR QUALIFICATIONS

3.1 Vendor shall have been in business for a minimum of two (2) years supplying the equipment listed in this solicitation.

3.2 Vendor must provide all accessories required for operation of the equipment.

3.3 Vendor must provide manufacturer documentation or specifications confirming compliance with the requirements outlined in this solicitation.

3.4 Vendor must comply with all applicable federal, state, and local

RFQt Ref. #: 26-0155 Doc. Ref#: RFQt-03 Page 4 of 8 regulations.

3.5 Vendor shall respond to City inquires regarding product availability or order status within two (2) business days.

4.0 BRAND NAME OR EQUAL

4.1 Make/Model – The items shall meet or exceed the following:

4.1.1 License Plate Reader, Reconyx HyperFire 2 HL2X

4.2 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.

4.3 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.

4.4 All items shall be new and unused.

5.0 DELIVERY

5.1 Deliveries shall occur within thirty (30) calendar days after receipt of a purchase order unless otherwise approved by the City.

5.2 The place of delivery shall be specified in the “Ship To” block of the City issued Purchase Order, Purchase Change Order, or Release Order.

5.3 Unless otherwise specified in the purchase order, delivery shall be made to:

City of Fort Worth Environmental Services Department 4100 Columbus Trail Fort Worth, Texas 76106

5.4 Deliveries shall be made between the hours of 8:00 AM and 4:00 PM, Monday through Friday, excluding City holidays including:

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5.4.1 New Year’s Day

5.4.2 Martin Luther King Jr. Day

5.4.3 Memorial Day

5.4.4 Juneteenth

5.4.5 July 4th

5.4.6 Labor Day

5.4.7 Thanksgiving Thursday and the following Friday

5.4.8 Christmas Day

5.5 The Vendor shall coordinate delivery with the designated City representative prior to shipment.

6.0 RIGHT OF INSPECTION

6.1 The City shall have the right to inspect all goods upon delivery prior to acceptance.

6.2 Any goods that are found to be defective, damaged, or not in compliance with the specifications of this solicitation may be rejected by the City.

6.3 The Vendor shall be responsible for all costs associated with the return or replacement of rejected goods, including transportation, handling, and shipping.

6.4 Replacement goods shall be provided by the Vendor at no additional cost to the City.

7.0 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

RFQt Ref. #: 26-0155 Doc. Ref#: RFQt-03 Page 6 of 8 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.

8.0 METHOD OF AWARD

8.1 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.

8.1.1 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.

8.1.2 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.

8.2 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.

8.3 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.

8.4 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.

9.0 PRICE ADJUSTMENTS

9.1 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

RFQt Ref. #: 26-0155 Doc. Ref#: RFQt-03 Page 7 of 8 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.

9.1.2 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.

9.1.3 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.

9.1.4 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.

9.1.5 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.

10.0 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.

11.0 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

12.0 INVOICES AND PAYMENTS

12.1 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the https://www.fortworthtexas.gov/news/2025/7/sbdp

RFQt Ref. #: 26-0155 Doc. Ref#: RFQt-03 Page 8 of 8 forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register

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

12.3 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

13.0 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.

13.1 Bidder shall submit the following items:

13.1.1 Completed RFQt-01 Forms

13.1.2 Completed Bid Table

13.1.3 Small Business Enterprise Certificate, if applicable.

13.1.4 If offering an equivalent product, submit manufacturer name, model number and product literature demonstrating compliance to the specifications.

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