3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0078 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Oil Pit Covers, Floor Plates, and Footstools for Oil Change Pit

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide oil pit covers, floor plates, and footstools for a one-time purchase for the Property Management 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.

The oil pits allow mechanics direct access to the underside of the vehicles. When pits are not in use, they are covered using pit covers. The floor plates go over the oil pit covers to provide staff with a safe method across the oil pit without risk of falling or tripping. The foot stools are used on the walkway in the base of the oil pit for mechanics to stand on when servicing taller vehicles. These provide a safe and stable way for the mechanics to reach the underside of the vehicle.

The City’s current pit covers and floor plates were part of the original installation of the oil change pit approximately thirty years ago. The City is looking for replacements that will fit the existing infrastructure and last for years to come, allowing the Property Management Department to continue to effectively meet the needs of Fort Worth.

2. SPECIFICATIONS

2.1. REQUIREMENTS

2.1.1. Bidder must be able to provide all services and products listed; partial bids will not be accepted.

2.1.2. All materials supplied under the agreement resulting from this bid shall be of recent production, unused, and suitable for their intended purpose.

2.1.3. Bidder must provide warranty for both workmanship and

manufacturing. Any manufacturer’s warranty must be extended to the City.

2.2. DELIVERY

2.2.1. All products shall be delivered to the following address:

James Avenue Service Center- Express 5021 James Avenue, Fort Worth, TX 76115

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2.2.2. Item pricing shall include the cost of delivery.

2.2.3. The products shall be delivered between 7:30 a.m. to 3:30 p.m., Monday through Friday, unless otherwise requested by the Property Management Department.

2.2.4. Vendor will deliver products within sixty (60) 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.

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

2.2.5.1. City observed holidays include:

2.2.5.1.1. New Year’s Day

2.2.5.1.2. Martin Luther King Jr. Day

2.2.5.1.3. Memorial Day

2.2.5.1.4. Juneteenth

2.2.5.1.5. July 4th

2.2.5.1.6. Labor Day

2.2.5.1.7. Thanksgiving Thursday and the following Friday

2.2.5.1.8. Christmas Day

2.3. PRODUCT SPECIFICATIONS

Awarded Vendor will be required to take on-site measurements to ensure accurate fit.

2.3.1. Oil Pit Covers (see Exhibit A, page 7)

2.3.1.1. Recommended Model and Brand: UniLube Systems Pit Guard

2.3.1.2. Material: Steel

2.3.1.3. Material Finish: Powder Coated & anti slip surface

2.3.1.4. Dimensions: fitted for pits 42" wide by 41'-6" long.

2.3.1.5. Paint Color: Yellow

2.3.1.6. Must be removable

2.3.2. Floor Plates (see Exhibit B, page 8)

2.3.2.1. Material: Steel

2.3.2.2. Material Finish: Powder Coated & anti slip surface

2.3.2.3. Dimensions: fitted for pits 42" wide by 41'-6" long.

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2.3.2.4. Paint Color: Red

2.3.2.5. Must be removable

2.3.3. Footstools

2.3.3.1. Two-Step Stools

2.3.3.2. Material composed of: Aluminum Alloy

2.3.3.3. Height: 20 inches

2.4. WARRANTY

2.4.1. If the manufacturer provides a warranty on the product(s) ordered, the

Vendor shall extend the manufacturer’s warranties for the product(s) to the City.

3. BRAND NAME OR EQUAL

3.1. Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated. Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s). If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

3.2. Bidders shall submit proposals, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall explain the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

4. AGREEMENT TERM

4.1. This Agreement is effective beginning on the date signed by the Assistant City Manager (“Effective Date”) and expires upon completion of all Services hereunder (“Expiration Date”), unless terminated earlier in

RFQt Ref. #: 26-0078 Doc. Ref#: RFQt-03 Page 4 of 7 accordance with this Agreement (“Term”). This is a one-time use agreement and will not have any renewal options.

5. METHOD OF AWARD

5.1. 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.

5.1.1. A responsive bidder is defined to be one who submits a completed quote packet within the stated deadline and in accordance with the specification.

5.1.2. 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.

5.1.3. 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.

5.1.4. 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.

5.1.5. 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.

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

RFQt Ref. #: 26-0078 Doc. Ref#: RFQt-03 Page 5 of 7 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 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-07EY)

9.2.3. Small Business Enterprise Certificate, if applicable.

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

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EXHIBIT A

OIL PIT COVERS (CURRENT)

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EXHIBIT B

EXAMPLE OF OIL PIT FLOOR COVERS