CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0089 Doc. Ref#: RFQt-03 Page 1 of 8 RFQt Title: Kitchen Equipment Repair Services

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to establish non-exclusive agreements to provide kitchen equipment repair services on an as-needed basis for multiple City Departments. 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. SPECIFICATIONS

Each selected Vendor shall provide all labor, supervision, tools, equipment, materials, transportation, and incidentals necessary to inspect, diagnose, repair, test, and return kitchen equipment to safe and fully operational condition. Services shall be provided on an on-call, as-needed basis at various City-owned or operated facilities.

If equipment is deemed beyond economical repair, the Vendor shall provide written documentation supporting that determination and, when requested, recommend a replacement appliance.

2.1. BIDDER REQUIREMENTS

2.1.1. Bidder must have a minimum of five (5) years of experience providing described project services as a business.

2.1.2. Bidder must have experience servicing a diverse range of nationally recognized brands. Bidders restricted to servicing a single manufacturer or proprietary product line will not be considered.

2.1.3. Bidder must be able to respond to service requests twenty-four (24) hours per day, seven (7) days per week, including nights, weekends, and holidays for emergency or critical service needs.

2.1.4. Bidder must provide warranty for both workmanship and

manufacturing. Labor and workmanship shall be warranted for a minimum of ninety (90) days. Any manufacturer’s warranty must be extended to the City.

2.2. SERVICE REQUIREMENTS

2.2.1. Vendor shall maintain a staff of at least seven (7) EPA-certified technicians. Vendor shall provide proof of staff certification upon request.

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2.2.2. Vendor shall:

2.2.2.1. Perform on-site inspections and diagnostics

2.2.2.2. Identify mechanical, electrical, gas, refrigeration, or control-system failures

2.2.2.3. Perform repairs in accordance with manufacturer

specifications and industry standards

2.2.2.4. Replace defective components with new or manufacturer-approved parts

2.2.2.5. Secure utilities prior to servicing equipment

2.2.2.6. Maintain a clean and safe work area

2.2.2.7. Dispose of waste materials in accordance with applicable regulations

2.2.3. Upon completion of repairs, Vendor shall:

2.2.3.1. Test equipment under normal operating conditions

2.2.3.2. Verify temperatures, pressures, safety devices, and

controls

2.2.3.3. Confirm equipment is safe and ready for regular use

2.2.3.4. Demonstrate functionality to authorized City staff upon request

2.2.4. Prior to receiving payment, Vendor shall document and provide:

2.2.4.1. Detailed service reports describing diagnostics used, repairs performed, and parts replaced (if applicable).

Reports shall include servicing technician’s name.

2.2.4.2. Identification of any observations of conditions requiring future attention or action.

2.2.4.3. Itemized invoices detailing the labor hours, parts, service call fees, and any other costs being charged to the City.

Invoices shall include the purchase order number associated with the service call.

2.2.5. Vendor shall maintain the following response times:

2.2.5.1. Standard service – on-site within seventy-two (72) hours.

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2.2.5.2. Refrigeration-related service – on-site within forty-eight

(48) hours.

2.2.5.3. Emergency service (including holidays) – on-site within twenty-four (24) hours. City holidays are as follows:

• New Year’s Day

• Martin Luther King Jr. Day

• Memorial Day

• Juneteenth

• July 4th

• Labor Day

• Thanksgiving Thursday and the following Friday

• Christmas Day

2.2.5.4. City personnel will designate the service level at the time of request.

2.3. EQUIPMENT

2.3.1. Services apply to, but are not limited to, the following categories of equipment:

2.3.1.1. Cooking equipment (ranges, ovens, cooktops, griddles, fryers)

2.3.1.2. Warming and holding equipment (steamers, kettles, warmers)

2.3.1.3. Refrigeration and freezer equipment (reach-ins, walk-ins, prep tables, display cases, soda machines, ice machines)

2.3.1.4. Warewashing equipment (dishwashers, glass washers, sanitizers)

2.3.1.5. Food preparation equipment (mixers, slicers, processors)

2.3.1.6. Countertop appliances and concession equipment (air

fryer, burner plate, roller grill, coffee/tea/espresso machine, microwaves, toaster oven, cotton candy/snow cone/popcorn machine)

2.3.2. Vendor shall be capable of providing inspection, maintenance, diagnosis, and repair services for multiple manufacturers’ brands of kitchen equipment currently in use by the City of Fort Worth.

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2.3.3. Vendor shall provide, upon request, a list of brands the firm is currently authorized or experienced to service. The City of Fort Worth reserves the right to add, remove, or replace equipment brands during the contract term, and the Contractor shall be capable of accommodating such changes without requiring contract modification.

2.3.4. Current brands owned by the City of Fort Worth include but are not limited to:

Advance Tabco Elite Gourmet KitchenAid RIVAL Alto-Shaam Emerson LG Samsung Arctic Air Espressione Magic Chef Scotsman Arctic Blast Everest Manitowoc ServeWell Avantco Follett Ice Master Chef Sharp Bella Pro Series Frigidaire Mega-Chef Southbend Benchmark USA Frymaster Melitta Star-Max Black and Decker Garland Moffat Supera Bunn GE Mr. Coffee Supreme Refrigeration Chefman George Foreman Nemco Tayama Coca-Cola Gold Medal Ninja Thermador Coffee Pro Hamilton Beach Norlake Traulsen Coke Hatco Nostalgia TRUE Manufacturing Concession Land Heat Max NSF Commercial Turbo Chef Continental Hobart Oliver US Range Cosori Hoshizaki Oster Viking Crockpot Ice-O-Matic Panasonic Vollrath Cuisinart Instant Pot Paragon Vulcan Duke Kenmore Power XL Whirlpool Econo-Floss Keurig Proctor Silex

2.4. COMPLIANCE REQUIREMENTS

2.4.1. Any technician performing service for the City must have a current Environmental Protection Agency’s (EPA) Section 608 Type II or EPA Section 608 Universal certification.

2.4.2. All refrigerant handling, recovery, recycling, disposal, or other activities must comply with the EPA’s Clean Air Act and all other applicable regulations.

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2.4.3. Awarded Vendor shall maintain refrigerant records and provide all requested documentation within three (3) business days upon request.

2.4.3.1. For the purpose of this bid, “business days” shall mean

Monday through Friday, 8:00AM to 5:00PM. “After hours” shall mean 5:01PM to 7:59AM Monday through Friday or any time on Saturdays and Sundays.

2.4.4. All services shall comply with applicable Federal, State, and local laws, building codes, fire codes, health and safety regulations, and manufacturer specifications.

2.5. WARRANTY

2.5.1. The Vendor shall remedy at the Vendor’s expense any non-conforming or defective products or work. In addition, the Vendor shall remedy at Vendor’s expense any damage to real or personal property owned by the City of Fort Worth, when that damage is the result of a defect of products furnished or services provided.

2.5.2. Failure by the Vendor to proceed promptly with corrective actions may be cause for cancellation of this Contract with amount(s) necessary to correct defective work and/or damage being withheld from payments due or become due to the Vendor.

2.5.3. If the Vendor fails to remedy any failure, defect, or damage within five (5) business days after receipt of notice, the City of Fort Worth shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Vendor’s expense.

2.5.4. This warranty shall not include failures attributable to accident, fire, or negligence on the part of City personnel. Warranties shall begin on the date services are performed and parts are installed.

3. 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

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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. 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.

4.1.3. 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.

4.1.4. 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.

4.1.5. 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.

5. 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.

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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.

5.1.4.1. 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.

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

RFQt Ref. #: 26-0089 Doc. Ref#: RFQt-03 Page 8 of 8 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-26BW)

9.2.2.1. To complete the Bid Table, please reference RFQt-04- Discount Calculator

9.2.3. RFQt-04-Discount Calculator

9.2.4. Proof of licensure/certification

9.2.5. Small Business Enterprise Certificate, if applicable

https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov