3-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0084 Doc. Ref#: RFQt-03 Page 1 of 10 RFQt Title: Summer Camp Program T-Shirts

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide screen-printed shirts for various City programs on an as-needed basis for the Parks and Recreation Department. Most orders will be fulfilled in the months of April and May. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

T-shirts are used to identify staff and participants for multiple programs including the Summer Camp program, Mobile Recreation program, Recreation Leader in Training program, and Athletics program. Graphics for the shirts will be provided by the City and are intended to maintain visual consistency across programs.

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. No subcontracting is allowed without written City approval. Bidder must be able to source, design, produce, and deliver the products requested.

2.2. DELIVERY

2.2.1. Products shall be delivered to various City Centers and facilities as listed in Exhibit A – Locations (pg. 8). The City reserves the right to add additional locations as needed throughout the life of the agreement.

2.2.2. Item pricing shall include the cost of delivery.

2.2.3. The products shall be delivered between 9:00 am to 5:00 pm, Monday through Friday, unless otherwise requested by the Department.

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2.2.4. Vendor will deliver products within thirty (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 and will waive any fees allocated to 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

2.3.1. Samples of each size category of shirt (e.g. youth, adult, extended) are required by the department for approval prior to production;

samples will be returned if the bidder provides a self-addressed, postage paid return envelope with the samples, or if the vendor elects to retrieve them.

2.3.2. All shirts shall meet the specifications below:

2.3.2.1. Fabric: 50/50 cotton/polyester blend

2.3.2.2. Weight: 5.5 ounce (oz)

2.3.2.3. Construction: Short-sleeved, pre-shrunk

2.3.2.4. Brand name or equal to: Port & Company, Gilden, or Fruit of the Loom

2.3.2.5. Product specifications must be attached to bid if

alternate brand is used.

2.3.3. Sizing:

2.3.3.1. Youth – Small (S) through Extra Large (XL)

2.3.3.2. Adult – Small all through 6XL

2.3.3.3. Product size chart/measurements must be attached to

bid if alternate brand is used.

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2.3.4. Quantities:

2.3.4.1. The City anticipates having one (1) order per program, with a minimum order quantity of 150 expected.

2.3.4.2. Quantities will vary annually based on the number of program participants, estimated quantities are listed below. Each program will be a separate purchase order.

2.3.4.2.1. Summer Camp – 2000 youth and 750 adult sizes

2.3.4.2.2. Mobile Recreation – 225 youth and 50 adult sizes

2.3.4.2.3. Recreation Leader in Training – 150 adult sizes

2.3.4.2.4. Athletics – 250 youth and 25 adult sizes

2.3.5. Production:

2.3.5.1. Product must be pre-shrunk and 100% machine-washable with permanent design.

2.3.5.2. Silk screen printing.

2.3.5.3. Programs shirts shall be printed on both the front and back of the shirt. The number of colors required will vary by program.

2.3.5.3.1. Shirt front – design may be placed on the venter of the shirt or in the pocket area, up to five colors;

placement will be determined at the time of delivery.

2.3.5.3.2. Shirt back – sponsor names and graphics, up to two colors, design will generally be placed in the center of the back of the shirt.

2.3.5.4. Graphic sizing shall be scaled to fit the size of the t-shirt being produced.

2.3.5.4.1. Estimated sizing for Youth and Adult sizing (Small through Large) is 8 inches by 10 inches

2.3.5.4.2. Graphic sizing for Adult XL–6XL shall be scaled

2.5 to 4 inches larger, depending on shirt size.

2.3.5.5. Mockups/proofs shall always be sent to the City

Employee listed on the Purchase Order or quote request.

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2.3.5.6. Bidder shall have the capability to convert provided graphics into required software format to create the design for screen-printing (e.g. Vector, JPG, Adobe, Illustrator).

2.3.5.6.1. Vendor shall have the capability to modify existing designs (e.g. reduce and/or change colors, resize images as needed).

2.3.5.6.2. Font style required: Poppins

2.3.5.6.3. Bidder shall provide a copy of any artwork file created for order at no additional cost.

2.3.5.6.4. Any change or redesign requires written City approval prior to the start of production.

2.4. WARRANTY

2.4.1. As in 2.3.1, A pre-production sample using the selected garment and printed graphic must be approved before full production to verify colors, sizing, print clarity, etc.

2.4.2. Should any defects or errors be present (whether in manufacturing, quality control, or production), bidder must replace any defective product at no charge to the City. The City must notify the bidder of any defect within thirty (30) days of receipt of the order.

3. PRICING

3.1. Pricing shall be clearly outlined in each invoice, with separate lines for shirts, screen-printing, and graphic set-up fee (if applicable). For example:

3.1.1. For the Rising Star shirt in Exhibit A - invoice would have the base shirt price, 4 color screen-printing, and a one-time fee to compress and format the graphic provided. An invoice for 300 youth shirts, 50 adults, and 20 adult shirts in extended sizing would be billed as:

Item Unit Cost Qty Qty Total T-Shirt, Short Sleeve, Youth, Size S-XL a 300 T-Shirt, Short Sleeve, Adult, Size S-XL b 50 T-Shirt, Short Sleeve, Adult, Size 3XL d 20 Screen-printing, Shirt Front, 4 Color, Per Shirt e 370 Fee, Graphic Set-up, Once per Design f 1

Total $ -

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4. BRAND NAME OR EQUAL

4.1. 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.

4.2. Vendors proposing products as “equal” must meet or exceed all stated specifications, including but not limited to fabric composition, weight, construction, durability, fit, colorfastness, and print compatibility.

4.2.1. Clearly identify the brand name, make or model number to be provided.

4.2.2. Submit descriptive literature such as illustrations and technical specifications.

4.3. The Department reserves the right to determine whether a proposed product is equal based on compliance with these requirements.

5. 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.

6. METHOD OF AWARD

6.1. 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.

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

6.1.2. 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.

6.1.3. 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.

6.1.4. 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.

6.1.5. 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.

7. PRICE ADJUSTMENTS

7.1. 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.

7.1.1. 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.

7.1.2. 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.

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7.1.3. 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.

7.1.4. 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-solicit an agreement, not to exceed ninety (90) days.

7.1.4.1. 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.

8. 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.

9. 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

10. INVOICES AND PAYMENTS

10.1. 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

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

10.3. Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov

10.3.1. Please include the following on the subject line of your email:

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

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Supplier name, Invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234)

10.3.2. 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

11. QUOTE SUBMISSION INSTRUCTIONS

11.1. 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.

11.2. Bidder shall submit the following items:

11.2.1. Completed RFQt-01 Forms

11.2.2. Completed Bid Table (BT-15AT)

11.2.3. Product specifications page (if bidding alternate brand)

11.2.4. Sizing chart for product (if bidding alternate brand)

11.2.5. Small Business Enterprise Certificate, if applicable.

mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

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EXHIBIT A – LOCATIONS

Location Address Andrew Doc Sessions 201 S. Sylvania St, Fort Worth TX 76111 Atatiana Carr-Jeffereson @ Hillside 1201 E. Maddox, Fort Worth TX 76104 Besty Price Community Center 8375 Blue Mound Road, Fort Worth, TX 76131 Chisholm Trail Community Center 4936 McPherson Blvd., Fort Worth 76123 Diamond Hill Community Center 1701 NE 36th St., Fort Worth 76104 Eugene McCray Community Center 4932 Wilbarger St., Fort Worth 76119 Fire Station Community Center 1601 Lipscomb St., Fort Worth 76104 Greenbriar Community Center 5200 Hemphill St., Fort Worth 76115 Handley Meadowbrook Community Center 6201 Beaty St., Fort Worth 76112 Highland Hills Community Center 1600 Glasgow Rd., Fort Worth 76134 Hillside Community Center 1201 East Maddox Ave., Fort Worth 76104 Martin Luther King Community Center 5565 Truman Dr, Fort Worth TX 76112 Mobile Recreation 1601 Lipscomb St., Fort Worth 76104 North Tri-Ethnic Community Center 2950 Roosevelt Ave., Fort Worth, TX 76106 Northside Community Center 1100 NW18th St, Fort Worth TX 76164 R.D. Evans Community Center 3242 Lackland Rd., Fort Worth 76116 Riverside Community Center 3699 E. Belknap St., Fort Worth 76111 Southside Community Center 959 E. Roasedale, Fort Worth TX 76104 Southwest Community Center 6300 Welch Ave., Fort Worth 76133 Sycamore Community Center 2525 E. Rosedale St., Fort Worth 76105 Thomas Place Community Center 4237 Lafayette Ave., Fort Worth 76107 Victory Forest Community Center 3427 Hemphill St., Fort Worth 76110 Worth Heights Community Center 3551 New York Ave., Fort Worth TX 76110

The City reserves the right to add additional locations as needed throughout the term of the agreement.

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EXHIBIT B – EXAMPLES (PRIOR DESIGNS)