3-RFQt-03-Specifications .pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Jail Uniforms and Supplies

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide disposable jail uniforms and supplies for the Police Department (PD) on an as needed basis. 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 UNIFORMS AND ACCESSORIES (X-Small to 2X Large)

2.1 Following the award, additional products 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.

2.2 All uniform garments and accessories shall be disposable, with the exception of the flip-flops.

2.3 Shirts shall:

2.3.1 Be short sleeve

2.3.2 Be light or dark blue

2.3.3 Weigh between 1.0 and 2.0 ounces.

2.3.4 Be fluid resistant and self-extinguishing with no stitching.

2.3.5 Be crafted from spun-bonded and non-woven polypropylene fabric.

2.3.6 Contain no pockets.

2.4 Pants shall:

2.4.1 Be light or dark blue and have a sewn in elastic waistband.

2.4.2 Be fluid resistant and self-extinguishing with no stitching.

2.4.3 Be crafted from spun-bonded and non-woven polypropylene fabric.

2.4.4 Contain no pockets.

2.5 Protective Detainee Hood shall:

2.5.1 Reduce the risk of exposure to airborne, and blood borne contaminates.

2.5.2 Stay in place with a secure lock tab and be made of medical filtration fabric that deters against biting and spitting.

2.5.3 Be safe and easy to apply.

2.5.4 Be 18" x 18" and one size fits all.

2.5.5 Not choke the inmate.

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 2 of 7 RFQt Title: Jail Uniforms and Supplies

2.6 Flip-Flops shall:

2.6.1 Feature non-skid soles to reduce the risk of slips and falls

2.6.2 Be water-resistant and quick drying.

2.6.3 Be one-piece or molded construction.

2.6.4 Contain no metal components.

2.6.5 Contain no laces, buckles, or detachable parts.

2.6.6 Be constructed of durable rubber or rubber-like material suitable for wet environments.

2.7 Sanitary Napkins shall:

2.7.1 Sanitary napkins shall be constructed with a soft, absorbent core capable of managing moderate to heavy menstrual flow.

2.7.2 Sanitary napkins shall be designed to direct moisture away from body keeping inmate drier and comfortable.

2.7.3 Sanitary napkins shall include a leak-resistant backing to prevent strike-through.

2.7.4 Sanitary napkins shall be thin and flexible for comfort while maintaining absorbency

2.7.5 Sanitary napkins shall contain no metal components

2.7.6 Sanitary napkins shall contain no strings, cords, or rigid plastic components

2.7.7 Sanitary napkins shall be individually wrapped and have an adhesive strip.

2.7.8 Sanitary napkins shall be designed to direct moisture away from body

3.0 DELIVERY

3.1 Delivery will be made to 1000 Calvert St. Fort Worth TX 76107.

3.2 Delivery days/times: Monday through Friday between 8:00 AM and 4:00 PM except for the following city recognized holidays:

3.2.1 New Year’s Day

3.2.2 Martin Luther King Jr. Day

3.2.3 Memorial Day

3.2.4 Juneteenth

3.2.5 July 4th

keeping inmate drier and comfortable.

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 3 of 7 RFQt Title: Jail Uniforms and Supplies

3.2.6 Labor Day

3.2.7 Thanksgiving Thursday and the following Friday

3.2.8 Christmas Day

3.3 Required delivery by date is 30 days from receipt of the purchase order (PO), or by prior, mutual arrangement between PD’s designated representative and vendor for large orders.

3.4 Inspection

3.4.1 The City will conduct a physical inspection of the items prior to acceptance.

3.4.1.1 City reserves the right to refuse any shipment

containing damaged/defective goods.

4.0 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.

5.0 WARRANTY

Uniforms and supplies should be covered against defects in material and workmanship for the original purchaser. All materials and products supplied shall be new, unused, name brand, high quality, of recent manufacture and suitable for their intended purpose.

6.0 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.

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 4 of 7 RFQt Title: Jail Uniforms and Supplies

6.1.1 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.

6.1.2 A responsible bidder is defined to be one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

6.2 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.

6.3 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.

6.4 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.

7.0 BIDDER REQUIREMENTS

7.1 Bidders shall have a minimum of two years (2) providing items related to the specifications.

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.

8.2 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.

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 5 of 7 RFQt Title: Jail Uniforms and Supplies

8.3 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.

8.4 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.

8.5 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.

8.6 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 WARRANTY

Uniforms and supplies should be covered against defects in material and workmanship for the original purchaser. All materials and products supplied shall be new, unused, name brand, high quality, of recent manufacture and suitable for their intended purpose.

10.0 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.

11.0 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.

https://www.fortworthtexas.gov/news/2025/7/sbdp

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 6 of 7 RFQt Title: Jail Uniforms and Supplies

12.0 INVOICES AND PAYMENTS

12.1 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

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

12.3 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

13.0 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.

13.1 Bidder shall submit the following items:

13.1.1 Completed RFQt-01 Forms (Instructions to Bidders, W-9, Conflict of Interest Questionnaire)

13.1.2 Completed Bid Table BT-67AS

13.1.2.1 Prices shall be bid per the individual unit. Minimum orders are acceptable. If you have a minimum order please upload that information, and the number of units per case, to Other Required Documents in Bonfire.

https://www.fortworthtexas.gov/departments/finance/purchasing/register file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/supplierinvoices@fortworthtexas.gov file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/Zz_FIN_AccountsPayable@fortworthtexas.gov

RFQt Ref. #: 26-0095 Doc. Ref#: RFQt-03 Page 7 of 7 RFQt Title: Jail Uniforms and Supplies

13.1.3 Acknowledgement of having read and being willing to

comply with the City’s Standard Terms and Conditions.

Please see Requested Information in the electronic bidding platform (Euna/Bonfire).

13.1.4 Small Business Enterprise Certificate, if applicable.

13.1.5 Documentation of years in business. Examples of

documentation are: Business Entity Filing with a state’s Secretary of State or Comptroller. Please upload this information to “Other Required” Documents” in Bonfire.

13.1.6 Warranty and/or return policy, if any. Please upload this information to “Other Required” Documents” in Bonfire.