3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0178 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: Genealogy and Local History Books

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide genealogy and local history materials on an as needed basis for the Library Department. The awarded bidder will provide copies of both current and retrospective titles. 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 Proposer shall have access to genealogy material and local history material. Geographical areas of collection interest include primarily but are not limited to Texas, Louisiana, Arkansas, Oklahoma, New Mexico, California, Mexico, Canada, Germany, Spain, England, and Ireland.

2.2 Proposer shall have a minimum of two (2) years’ experience actively engaged in the regular wholesale of genealogy and local history material to libraries.

2.3 Proposer shall have an online database/electronic ordering system with available titles.

2.3.1 The database shall provide user logins with various access levels for all library staff involved in selecting new materials. At a minimum, one access level shall be restricted to creating and managing carts or lists without the ability to place orders. The number of logins/users could range from 2-10.

2.3.2 Proposer shall provide training for staff on the use of their website/database at no cost to the Library. This training can be via webinar or other electronic or printed means (videos, how-to guides, etc.)

2.3.3 The City prefers a database with the ability to run reports on orders, invoices, and cancellations. The database should be able to capture the following minimum data elements on a purchase order and/or any reports the system is able to run:

2.3.3.1 Vendor name and address, Billed to location, Shipped to location, Account number, Purchase order number, Title, ISBN, and other basic

RFQt Ref. #: 26-0178 Doc. Ref#: RFQt-03 Page 2 of 8 bibliographic and format information. Polaris bibliographic control number or other designated match point, Polaris material type, collection code, Special ordering and/or processing notes, Unit cost, extended costs and total amounts by purchase order and location, Polaris fund used by purchase order and location

2.4 Proposer shall rebind/bind any required books, based on their condition, prior to sending them to the Library.

2.4.1 Proposer shall be able to rebind soft publication to hardbacks.

2.4.2 Over sewing is preferred for all Genealogy books. If books must be glued, double fan notched is preferred. Rebinding using the original soft covers is preferred.

2.5 Proposer shall accept orders at least 90 days prior to release date.

Proposer shall not cancel orders until 180 days after the order is placed for titles that have already been released.

2.6 Types of Materials

2.6.1 Proposer shall provide out-of-print items and in-print items in formats that include but are not limited to: books and DVDs. The bulk of the orders will be for new print materials. The Library reserves the right to add any other future format to the Agreement if the Library starts collecting the format at some point during the course of the Agreement period.

2.6.2 Request to purchase new formats will be made with the approval of both parties based on a quote requested from the Proposer.

2.7 Reporting Services

2.7.1 The proposer shall provide an electronic report on the status of items not available for shipment within 15 working days of the order date. Follow-up status reports shall be submitted monthly until each title is either fulfilled or canceled. The proposer shall also provide a sample order status report. If this information can be obtained through the website the City does not require emailed monthly reports.

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2.7.2 Proposer shall provide a sample cancellation report for all items not filled in 30 days. This report shall include definitions of status codes such as OP=Out of Print; OSI=Out of Stock Indefinitely; “PP=Publication Postponed,” etc.

2.8 Delivery

2.8.1 If a title is not available after 180 days from date of order, the proposer will cancel the order and inform the library of its cancellation.

2.8.2 Materials will be packaged adequately to prevent damage in transit. Cartons will be properly sealed to meet or exceed recommendations and requirements of the United States Postal Service to ensure their arrival in excellent condition.

2.8.3 The City has the right to add/delete any additional addresses needed. All shipments will be sent to the following address:

Fort Worth Public Library, Operations Center 8628 Camp Bowie West Blvd, Fort Worth, Texas 76116

2.8.5 Deliveries are accepted at a loading dock located at the back of the building. Inside delivery is required.

2.8.4 Unit prices shall include all costs associated with the specified work, including but not limited to handling, freight, delivery, fuel charges, fees and certifications fees. No additional charges will be accepted or paid by Buyer.

2.9 Invoices

2.9.1 Libraries in the State of Texas are exempt from any sales tax on the purchase of materials, shipping, and electronic information.

The Library will provide copies of the exemption certificate to the Vendor upon request.

2.9.2 Invoices may be shipped with the materials or sent

electronically. Proposer shall provide samples of a materials invoice and related services/processing invoice.

2.9.3 Cartons containing the invoices shall be clearly marked as

RFQt Ref. #: 26-0178 Doc. Ref#: RFQt-03 Page 4 of 8

“INVOICE ENCLOSED.”

2.10 Returns

2.10.1 Unless otherwise specified, all items will be guaranteed, whether processed or not, for a minimum period of 60 days against defects in materials. During this period if a defect is found and determined not to be caused by misuse, the Proposer will replace the item free of charge to the Library.

2.10.2 Damaged and/or defective new materials will be returned to the Proposer at the Proposer’s expense, prepaid upon the request of the Library. The Proposer will issue a UPS call tag or equivalent.

2.10.3 Undisclosed damaged and/or undisclosed defective used

materials will be returned to the Proposer at the Proposer’s expense, prepaid upon the request of the Library. The Proposer will issue a UPS call tag or equivalent.

2.10.4 Incorrectly shipped materials will be returned to the Proposer at the Proposer’s expense, prepaid upon the request of the Library.

The Proposer will issue a UPS call tag or equivalent.

2.10.5 Proposer shall provide replacements or credit for damaged and/or defective items at the Proposer’s expense even if they have been marked, stamped, or otherwise processed by the Library. Audiovisual product defects are usually not detected until the first time the are used by a patron. The Library prefers replacements over credit memos. However, given the nature of these products the Library understands that not all items will have a replacement available and in those instances a credit memo is acceptable.

2.10.6 In the event of an error requiring the Library to receive credit, a printed credit memo shall be issued. Errors made by the Library will be accepted and paid for by the Library.

2.11 Customer Support

2.11.1 Proposer shall have at least one (1) customer service

representative who handles correspondence and claims. This person will be available during normal business hours, 8:00AM

RFQt Ref. #: 26-0178 Doc. Ref#: RFQt-03 Page 5 of 8 to 5:00PM CST Monday through Friday.

2.11.2 Proposer will provide one or more telephone numbers and email addresses for contacting customer service representatives.

2.11.3 Customer service representatives are required to report the status of a claim to the Fort Worth Library within three (3) business days of initiating the claim, even if it remains unresolved.

3.0 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.

4.0 METHOD OF AWARD

4.1 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.

4.1.1 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.

4.1.2 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.

4.2 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.

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4.3 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.

5.0 PRICE ADJUSTMENTS

5.1 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.

5.1.1 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.

5.1.2 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.

5.1.3 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.

5.1.4 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.

5.1.5 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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5.1.6 Following the award, 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 based on the discount bid and price sheet provided with the bid so long as such inclusion does not violate state or local law.

6.0 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.

7.0 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

8.0 INVOICES AND PAYMENTS

8.1 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

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

8.3 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, https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov

RFQt Ref. #: 26-0178 Doc. Ref#: RFQt-03 Page 8 of 8 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

9.0 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.

9.1 Bidder shall submit the following items:

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table (BT-18NY)

9.1.3 Small Business Enterprise Certificate, if applicable.

mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov