3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0181 Doc. Ref#: RFQt-03 Page 1 of 6

RFQt Title: Aircraft Runway Deicer

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to establish non-exclusive agreements to provide aircraft runway deicer on an as-needed basis for the Aviation 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. SPECIFICATIONS

2.1. REQUIREMENTS

Failure to meet these requirements may result in the submission being deemed non-responsive.

2.1.1. Bidder must be able to provide all services and products listed;

partial bids will not be accepted.

2.1.2. All products supplied must meet the chemical requirements outlined by the Federal Aviation Administration (FAA) Advisory Circular 150/5200-30D, Airport Winter Safety and Operations (Section 4.6.1).

2.2. SPECIFICATIONS

2.2.1. Solid aircraft runway deicer:

2.2.1.1. Must comply with Society of Automotive Engineers

(SAE) International’s Aerospace Material Specification (AMS) 1431 requirements.

2.2.1.2. Cryotech NAAC® Solid Deicer or equivalent product.

2.2.1.3. Primarily sodium acetate rather than sodium formate, at least 97% by weight.

2.2.1.4. Solid, largely uniform pellets.

2.2.1.5. Exothermic (giving off heat while dissolving).

2.2.1.6. Completely non-flammable and water-soluble.

2.2.1.7. Effective in 0° Fahrenheit (-18° Celsius) temperatures or lower.

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2.2.1.8. Quickly biodegradable without accumulation in water and soil, even in below-freezing temperatures.

2.2.1.9. Low toxicity to fish and animals (as per the U.S. Fish and Wildlife Scale).

2.2.2. Liquid aircraft runway deicer:

2.2.2.1. Must comply with SAE International’s AMS 1435

requirements.

2.2.2.2. Cryotech E36® Liquid Deicer or equivalent product (see Exhibit B – Liquid Deicer).

2.2.2.3. Comprised of 50% potassium acetate by weight.

2.2.2.4. Retains effectivity and stability when stored for long periods of time (12 months or more).

2.2.2.5. Quickly biodegradable with low Chemical Oxygen

Demand (COD) and Biochemical Oxygen Demand

(BOD).

2.2.2.6. Free from urea or glycol.

2.2.2.7. Easily and effectively sprays at low temperatures.

2.2.2.8. Effective in -25° Fahrenheit (-32° Celsius) temperatures or lower.

2.2.2.9. Freeze point of -76° Fahrenheit (-60° Celsius) or lower.

2.2.2.10. Non-flammable and chemically stable.

2.3. DELIVERY

2.3.1. All products shall be delivered to the addresses below:

Meacham Airport Maintenance – Gate 39 3300 Ross Ave., Fort Worth TX, 76106

Spinks Airport 450 Alsbury Court, Fort Worth TX, 76028

2.3.2. The products shall be delivered between 7:00 a.m. to 3:00 p.m., RFQt Ref. #: 26-0181 Doc. Ref#: RFQt-03 Page 3 of 6

Monday through Friday, unless otherwise requested by the Aviation Department.

2.3.3. Standard delivery will be included in the cost of products; expedited delivery will be for products delivered within 48 hours and upon request only.

2.3.4. Vendor will deliver products within 30 calendar days after receipt of a Purchase Order. If the Vendor cannot meet this timeframe, the Vendor shall notify the City’s contact listed on the Purchase Order.

2.3.5. The Vendor shall not deliver products on City-observed holidays.

2.3.5.1. City observed holidays include:

2.3.5.1.1. New Year’s Day

2.3.5.1.2. Martin Luther King Jr. Day

2.3.5.1.3. Memorial Day

2.3.5.1.4. Juneteenth

2.3.5.1.5. July 4th

2.3.5.1.6. Labor Day

2.3.5.1.7. Thanksgiving Thursday & the following Friday

2.3.5.1.8. Christmas Day

2.4. PRICING

2.4.1. Item pricing shall include the cost of standard delivery.

2.4.2. Bidders will bid on all line items. A bid of “0” (zero) will be interpreted by the City as a no-charge (free) item and the City will not be expected to pay for that item.

2.4.3. The City will not pay separate trip fees, truck fees, fuel surcharges or other added charges not listed on the Bid Table.

3. 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

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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. 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.

4.1.3. 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.

4.1.4. 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.

4.1.5. 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.

5. 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.

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5.1.1. 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 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.

5.1.4.1. 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.

6. 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. 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. INVOICES AND PAYMENTS

8.1. Registration - Successful Bidder(s) is required to register for direct deposit

RFQt Ref. #: 26-0181 Doc. Ref#: RFQt-03 Page 6 of 6 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

8.3.1. 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)

8.3.2. 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:

Zz_FIN_AccountsPayable@fortworthtexas.gov

9. QUOTE SUBMISSION INSTRUCTIONS

9.1. 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.

9.2. Bidder shall submit the following items:

9.2.1. Completed RFQt-01 Forms

9.2.2. Completed Bid Table (BT-36RY)

9.2.3. Small Business Enterprise Certificate, if applicable.

9.2.4. Product specifications if submitting alternate product.