3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0088 Doc. Ref#: RFQt-03 Page 1 of 5 RFQt Title: Assorted Trophies, Awards and Engraving

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for assorted trophies, awards and engraving on as needed basis for the Library 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 The Vendor shall furnish all goods and associated components necessary to supply the items specified in this solicitation. These goods include but not limited to:

2.1.1 Trophy Columns

2.1.2 Trophy Figures

2.1.3 Trophy Toppers

2.1.4 Trophy Trim

2.1.5 Trophy Risers

2.1.6 Trophy Bases

2.1.7 Trophy Hardware

2.1.8 Pre-Assembled Trophies

2.1.9 Engraved Nameplates

2.1.10 Engraved Awards

2.2 Delivery shall be made to 8628 Camp Bowie West Blvd, Fort Worth, TX 76116, Monday through Friday between 8:00 a.m. and 5:00 p.m.

Delivery location will be at the dock of the building. Locations, including addresses, are subject to change as needed.

2.3 All delivered items are subject to physical inspection and acceptance by City personnel. Items not meeting specifications or quality requirements will be rejected and replaced at no additional cost to the City.

2.4 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.

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2.5 Unit prices shall include all costs associated with the specified good/service unless specified in the Solicitation, including but not limited to set up fees, handling, delivery, fuel charges, fees and certifications fees. No additional charges will be accepted or paid by the city.

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.

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, RFQt Ref. #: 26-0088 Doc. Ref#: RFQt-03 Page 3 of 5 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.

4.4 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.

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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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, 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:

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

RFQt Ref. #: 26-0088 Doc. Ref#: RFQt-03 Page 5 of 5

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table

9.1.3 Small Business Enterprise Certificate, if applicable.

9.1.4 Catalog of Products (Optional)