3-RFQt-03-Specifications.pdf
PDF 150 KB Posted
- Attached to
- RFQt Helicopter Parts
- Solicitation number
- 26-0193
- Issued by
- Tarrant County, Texas
About this file
This is a specifications document for a Request for Quote (RFQt) issued by the City of Fort Worth Purchasing Division for helicopter parts to support the Police Department. The City seeks qualified vendors to provide an annual agreement for the supply of Original Equipment Manufacturer (OEM) and Aftermarket Equipment Manufacturer (AEM) parts on an as-needed basis for two Bell Helicopter aircraft: a 2020 B505 65330 and a 2024 B505 65491. Vendors must be authorized Bell Helicopter parts suppliers, certified or approved distributors, and maintain FAA approval for all parts supplied. The initial contract term is one year with four optional one-year renewal periods, provided neither party submits a non-renewal notice at least 90 days prior to expiration. Vendors must respond to non-emergency parts requests within 8-24 hours during regular business hours (8:00 AM to 4:00 PM, Monday through Friday) and emergency requests within 24 hours during holidays and after-hours. Delivery is preferred within 30 days of order receipt or by September 30 of the order year, with deliveries made to 310 Gulfstream Road, Fort Worth, Texas 76106.
Vendors must demonstrate a minimum of five years of experience in the marketplace and submit current manufacturer's parts and price lists with their bids. All parts must include a minimum one-year manufacturer's warranty covering defects in materials and workmanship, and vendors are responsible for managing recalls and return shipping costs. Pricing shall remain firm for the contract term and include all freight and delivery costs unless otherwise agreed in writing; price adjustments are permitted only on an annual basis with 90 days' written notice and documented proof of cost increases. The City reserves the right to make multiple awards and evaluate bids based on the lowest responsive and responsible bidder. Quotes must include completed RFQt-01 forms, a bid table, current manufacturer's parts and price lists, documentation of OEM/distributor authorization, and proof of five years' experience. Payment terms are Net 30 Days via direct deposit, with invoices submitted electronically to the City's centralized Accounts Payable department. This solicitation is subject to the City's Small Business Program under Ordinance No. 27832-08-2025.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-RFQt-02-Standard Purchasing Terms and Conditions.pdf | ||
| 2-RFQt-01-Forms 26-0193.pdf |
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Text version
CITY OF FORT WORTH - PURCHASING DIVISION
SPECIFICATIONS
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Helicopter Parts
1.0 INTRODUCTION
The City of Fort Worth (City) is requesting quotes from qualified bidders for an annual agreement to purchase helicopter parts on as needed basis for the Police 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 Be familiar with Bell Helicopter Original Equipment Manufacturer
Parts and Components (OEM) and Aftermarket Equipment Manufacturer Parts and Components (AEM) for but not limited to, FWPD owned 2020 B505 65330 and 2024 B505 65491 Helicopters.
2.2 Obtain and supply OEM and AEM parts approved and certified by the Federal Aviation Administration (FAA) for Bell Helicopter(s).
2.2.1 Vendor shall provide documentation showing parts are OEM and AEM approved and certified by the FAA for Bell Helicopter(s) upon delivery.
2.3 Be an authorized OEM, Bell Helicopter parts, components and supplier from Bell Helicopter certified or approved distributor, dealership or retail aircraft outlet.
2.3.1 Vendor shall furnish copies of all certifications and/or licenses required by these specifications or manufacturer as set forth now and enacted in the future to verify their authorization by the above to perform all requirements of this agreement. All certificates and/or license shall be up to date and copies submitted to the City throughout the life of this Agreement.
2.4 Have all equipment, tools and inventory necessary to perform all requirements of this agreement.
2.5 Provide all required accurate records identifying helicopter parts, components, and equipment.
2.6 Provide paperwork and process credits and refunds for recalls on Bell
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 2 of 6
OEM parts listed on Bell Alert Service Bulletin, or FAA Air Worthiness Directive. Contractor shall be responsible for all return shipping costs.
2.7 Provide supervision of employees to assure terms and conditions are satisfied in accordance of this agreement, specification herein for parts requiring installation.
2.8 Respond and provide non-emergency parts during regular hours from 8:00 AM through 4:00 PM Monday through Friday, excluding holidays within an 8-24 hour time frame or less by mutual agreement from the time of request.
2.9 Respond and provide emergency parts during holidays and afterhours with a maximum of 24 hours or less by mutual agreement from time request for parts is made.
2.10 Provide a reasonable ability for FWPD to pick up parts on an as needed basis, if needed.
2.11 Give priority to the City’s request for parts for the purpose of minimizing down time of the City’s equipment which is utilized primarily for emergency purposes.
2.12 Provide crates, boxes, and packaging material meeting manufacturer, FAA and FWPD requirements for parts being shipped.
3.0 DELIVERY
3.1 The items shall be delivered to 310 Gulfstream Rd. Fort Worth, TX 76106.
3.1.1 Delivery Times: Monday through Friday Between
8:00am and 4:00pm.
3.3 Preferred delivery timeframe is 30 days after receipt of order or no later than Sept 30 of the year the order was placed.
4.0 WARRANTY
4.1 Minimum Warranty: One (1) year manufacturer’s warranty covering
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 3 of 6 parts and labor.
4.2 Coverage: Shall include defects in materials and workmanship
4.3 Vendor shall provide technical manuals, if applicable.
5.0 VENDOR REQUIREMENTS IN ORDER TO BE EVALUATED
6.1 Have a minimum of 5 (five) years of experience in marketplace or related to the Scope of Services.
6.2 Provide documentation showing Contractor is an OEM, Bell Helicopter parts, components supplier from Bell Helicopter, certified or approved distributor, dealership or retail aircraft outlet.
6.3 Provide current manufacturer’s parts and pricelist.
6.0 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.
7.0 METHOD OF AWARD
7.1 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.
7.1.1 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.
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 4 of 6
7.1.2 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.
7.2 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.
7.3 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.
7.5 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.
7.6 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.
8.0 PRICE ADJUSTMENTS
8.1 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.
8.1.1 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.
8.1.2 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
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 5 of 6
Division reserves the right to issue a new solicitation or procure the goods or services by any other allowable means.
8.1.3 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.
8.1.4 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.
8.1.5 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.
9.0 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.
10.0 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
11.0 INVOICES AND PAYMENTS
11.1 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
11.2 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.
11.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:
supplierinvoices@fortworthtexas.gov https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov
RFQt Ref. #: 26-0193 Doc. Ref#: RFQt-03 Page 6 of 6
11.3.1 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)
11.3.2 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:
11.3.3 Zz_FIN_AccountsPayable@fortworthtexas.gov
12.0 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.
12.1 Bidder shall submit the following items:
12.1.1 Completed RFQt-01 Forms
12.1.2 Completed Bid Table
12.1.3 Small Business Enterprise Certificate, if applicable.
12.1.4 Provide current manufacturer’s parts and pricelist.
12.1.5 Provide documentation showing Contractor is an OEM, Bell Helicopter parts, components supplier from Bell Helicopter, certified or approved distributor, dealership or retail aircraft outlet.
12.1.6 Documentation showing a minimum of five (5) years of
experience in marketplace or related to the Scope of Services (i.e. Secretary of State).
mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov
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