3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 1 of 11 RFQt Title: Window and Door Glass Replacement

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified vendors for the window and door glass replacement for the Water Department. The qualified vendor who is licensed to repair and replace glass in windows and doors throughout the City of Fort Worth (City) on an "as needed" basis.

Contractor must be established companies with a minimum of five (5) years experience whose primary business is installation of commercial building door and window glass and store fronts. The services provided under this Contract will be for projects which are non-construction related and do not require structural or building modifications.

This is an informal solicitation and does not commit the City to award a contract or pay any costs incurred in the preparation or submission of a response.

2.0 SPECIFICATIONS

2.1 Contractor's responsibility shall include, but is not limited to, providing glass or window replacement and repair services; securing/boarding of windows, doors, mirrors, and other glass installation prior to an emergency condition; providing sufficient personnel to respond to the needs of the City; providing all materials and equipment; installing windows on ground level or multi-story buildings; replacing glass doors;

repairing, replacing or providing mirrors, tinted glass, and custom cut glass and metal work. Repairs shall be replaced with direct replacement glass (replace with exact quality and type of glass that was broken); all replaced or repaired framework shall meet the specifications of framework of other areas of the location; aluminum panels should be replaced with panels of the same gauge. If the location has a mail slot and is a part of the window, it shall be replaced. Contractor shall secure buildings where there is glass or window damage; ordering materials; and disposing of glass and other materials as a result of providing glass replacement and repair services. Material under this Agreement must also be available for purchase and installation by City employees.

2.2 Contractor shall provide all labor, materials, parts, equipment, tools, RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 2 of 11 supplies, permits, supervision, transportation, and training necessary for glass and mirror replacement and repair services on an "as needed" basis in City owned buildings and structures as directed by the City.

Equipment shall include, but is not limited to, scissor-lifts, bucket trucks, high-reach lifting devices, narrow lift (pass through 36" door), and scaffolding. Contractor shall have adequate supply of material in inventory for emergency andnon- emergency requests. Materials shall be clean, properly maintained and properly secured at the Contractor's place of business.

2.3 Contractor shall respond to all requests from the City for emergency and non-emergency glass replacement and repair services.

Contractor shall perform all steps reasonably necessary to protect City property and persons from harm. Failure to perform repairs in a prompt and professional manner may result in termination of the Contract.

2.4 Upon assessment of the incident, the Contractor shall secure the area where the glass is broken with plywood or an acceptable means to provide security to the location until the glass can be replaced or repaired. In all cases that are possible, glass shall be replaced immediately unless the size of the glass for the location is not available and must be ordered. The Contractor shall perform all work possible during normal working hours as indicated in section 4.1 and will be paid at the square foot price for the type of glass replaced.

2.5 Upon completion of work, Contractor shall submit to the City a copy of the work accomplished which includes the following information.

2.5.1 Dates work was performed and hours expended;

2.5.2 Date work was completed;

2.5.3 Number of technicians required to complete the job;

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 3 of 11

2.5.4 Square footage of replacement glass and boarding;

2.5.5 Signature of Contractor employee and signature of City

representative;

2.5.6 Purchase order number;

2.5.7 Failure to submit required report for each visit will result in nonpayment.

3.0 Materials

3.1 Materials furnished shall be the latest product in production to commercial trade, and shall be of the highest quality. The Contractor shall ensure that the Manufacturer furnishing the materials is experienced in the production of such items and shall furnish evidence of the Manufacturer having supplied similar materials that have been in successful operation.

3.2 Contractor shall maintain a sufficient quantity of various sized of glass on hand to have ready access to glass in order to prevent prolonged periods of unsecured locations.

3.3 Contractor shall have a distribution facility with most commonly used items (1/8" plate glass, ¼" laminated glass, ¼" wire glass and standard door glass) and be new and in first class condition.

3.4 All materials used shall be factory new and free of defects in materials and workmanship. Repair parts and components shall conform to Original Equipment Manufacturer specifications. The quality of glass

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 4 of 11 must be approved by the department.

3.5 All materials used to install glass shall be included in the unit price for replacement glass or mirror per square foot.

3.6 Tint Matching:

3.6.1 The City will furnish the original glass specifications and/or a sample of the tint to be matched.

3.6.2 It shall be the responsibility of the Contractor to obtain a match as close as possible and to obtain written approval from the City prior to ordering the materials and installation.

3.6.3 If the Contractor's supplier anticipates any problems in matching the tint required, the Contractor shall notify the City immediately via phone, e-mail or fax so alternatives can be explored.

CONTRACTOR SHALL NOT ORDER GLASS OR OTHER

MATERIALS UNTIL THE CITY APPROVES THE ALTERNATE

TINT MATCH.

4.0 Response Time

4.1 All repairs except for emergency service (after business hours) the Contractor shall perform work during regular working hours, which are 8:00 AM to 5:30 PM, Monday through Friday except City Holidays. Only service authorized and performed between 5:31 PM and 7:59 AM Monday through Friday, Saturday, Sunday, and City Holidays will be considered overtime.

4.2 Contractor shall respond to after hours and emergency calls within two

(2) hours after receipt of order form City representative and must be able to get to the location of the emergency within two (2) hours after the call has been made by the City. Under no circumstances shall any location not be completely repaired with glass replacement within three (3) days. The city

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 5 of 11 must be notified when the glass replacement order has been completed.

4.3 Contractor shall provide the City with emergency contact and phone numbers for the persons assigned to the City.

5.0 Incidental Charges

5.1 The Contractor shall be responsible for all incidental charges, including but not limited to, parking, tolls, mileage, fuel, phone calls, etc., on straight time and overtime work.

6.0 Delivery

6.1 The Contractor agrees to make deliveries and perform services only upon receipt of a PO from the City. If delivery is made or services are performed without such approval shall be at Contractor's risk.

7.0 Safety

7.1Contractor shall not require any person to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous to their health or safety. Contractor shall comply with all provisions of the Occupational Health and Safety Act (OSHA).

7.2 Contractor shall be completely familiar with Federal OSHA regulations and requirements as applicable, including but not limited to, the following:

7.2.1 Contractor personnel shall wear applicable personal protection equipment at all times.

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 6 of 11

7.2.2 Contractor personnel operating equipment or handling materials shall be fully trained in the safe operation of the equipment or materials.

7.2.3 Contractor personnel shall follow and apply safety practices prevailing in their applicable industry.

7.2.4 Contractor shall block off and mark all work areas with appropriate safety signs and safety barricades/bollards to protect the public from injury.

7.2.5 Contractor shall post safety warnings as necessary to ensure safe operations.

7.2.6 The Contractor shall coordinate the timing and transportation of glass to the work area. If glass is transported through the interior of a facility, the Contractor shall take every precaution to ensure public safety. Under no circumstances shall the Contractor transport glass through the interior of a facility without prior coordination with the City.

7.2.7 Contractor shall provide personnel that are fully trained and qualified to repair and replace glass.

7.3 When Contractor becomes aware of a hazardous or a potentially hazardous condition during the course of performing services, the Contractor shall immediately notify the City upon detection of the condition.

7.4 Regulatory Requirements: To protect the life and health of employees and other persons; to prevent damage to property, materials, supplies, and equipment; and to avoid work interruptions, Contractor shall comply with the latest 29 CFR 1910, Occupational Safety and Health Standards (General Industry Standards, https://www.osha.gov/pls/oshaweb/owasrch.search form?

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 7 of 11 doc type=STANDARDS& toc_level=1& keyvalue=1910) as revised or amended from time to time. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of Contractor, and the City assumes no liability or responsibility for Contractor's compliance or noncompliance with such responsibilities. CONTRACTOR

SHALL INDEMNIFY THE CITY FOR ANY CLAIMS, FINES, OR

DEMANDS RESULTING FROM CONTRACTOR'S FAILURE TO

COMPLY WITH OSHA REQUIREMENTS.

7.5 Accident Reports: Contractor shall comply with all OSHA reporting requirements for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the City within one normal working day of occurrence. Contractor shall cooperate with the City, providing written documentation and any information required for their records.

7.6 Environmental Requirements: Contractor shall comply with all applicable federal, state, and local environmental protection laws, regulations, and standards. Contractor shall comply with any other statutory requirements for clean air, clean water, toxic substances control, pollution control, resource conservation and recovery. All environmental protection matters or questions shall be coordinated with the City.

7.7 Stop-Work: Contractor shall be responsible for the enforcement of all safety requirements for any work performed under the Agreement. If Contractor fails or refuses to promptly comply with safety requirements, the Contract Administrator may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such order shall be made the subject of a claim for extension of time or for excess costs or damages to Contractor.

8.0 AGREEMENT TERM

This Agreement is for a one-time purchase of a fully constructed and delivered shipping container office unit with integrated restroom, as specified in the Request

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 8 of 11 for Quote (RFQt) and Vendor’s submitted proposal.

The term of this Agreement shall commence upon execution and shall remain in effect until final delivery, inspection, acceptance, and payment of the unit are completed, unless terminated earlier in accordance with the terms herein.

The Vendor shall provide all labor, materials, equipment, fabrication, and transportation necessary to deliver a complete, functional unit in accordance with the agreed specifications. Delivery shall occur within the timeline specified in the Vendor’s proposal and accepted by the City.

The Vendor shall notify the City promptly of any anticipated delays and provide a revised schedule for approval. Failure to meet the agreed delivery timeline may be considered a breach of contract unless caused by factors beyond the Vendor’s control and approved by the City in writing.

Upon delivery, the unit will be subject to inspection by the City. Final acceptance will occur only after the unit is determined to meet all required specifications, is free from defects, and is fully operational, including all electrical, HVAC, and plumbing components.

Payment shall be made in accordance with the agreed pricing and terms, following receipt of a valid invoice and successful acceptance of the unit by the City.

This Agreement does not establish any ongoing service, maintenance, or recurring purchase obligation unless expressly stated elsewhere in writing. Any additional services beyond the scope of this one-time purchase must be authorized through a separate agreement or written amendment.

The Vendor shall provide all applicable warranties as specified in their proposal, which shall survive final acceptance of the unit.

9.0 METHOD OF AWARD

9.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 9 of 11 solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

9.1.1 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.

9.1.2 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.

9.2 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.

9.3 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.

9.4 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.

10.0 PRICE ADJUSTMENTS

The pricing provided under this Agreement shall remain firm and fixed for the duration of the contract and shall include all costs necessary to provide the completed shipping container office unit, including but not limited to materials, labor, fabrication, delivery, and any associated fees.

No price increases shall be allowed after contract execution. The Vendor shall not be entitled to any additional compensation due to increases in material costs, labor costs, tariffs, supply chain impacts, or other economic conditions.

Any request for a price adjustment must be submitted in writing and is subject to prior written approval by the City. Price adjustments will only be considered in the

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 10 of 11 event of a material change in scope initiated by the City and must be supported by detailed documentation justifying the adjustment.

Unauthorized price increases or additional charges not approved in writing by the City shall not be paid.

In the event of an approved change in scope, pricing adjustments shall be fair, reasonable, and negotiated in good faith between both parties and documented through a formal written amendment to this Agreement.

11.0 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.

12.0 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

13.0 INVOICES AND PAYMENTS

13.1 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

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

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

RFQt Ref. #: 26-0189 Doc. Ref#: RFQt-03 Page 11 of 11

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

14.0 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.

14.1 Bidder shall submit the following items:

14.1.1 Completed RFQt-01 Forms

14.1.2 Completed Bid Table

14.1.3 Small Business Enterprise Certificate, if applicable.

mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov