3-RFQt-03-Specifications Reflective Sign Sheeting.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0333 Doc. Ref#: RFQt-03 Page 1 of 5 RFQt Title: Reflective Sign Sheeting

1.0 INTRODUCTION

The City of Fort Worth is requesting quotes from qualified bidders for the supply of reflective diamond grade sign sheeting and related materials on an “as needed” basis 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.

2.0 SCOPE OF WORK

2.1 Objectives and goals of this RFQt include maintaining stock/inventory of sign sheeting materials that can be readily used for emergencies, maintenance and for any planned projects

2.2 Material Needed

2.2.1 Reflective Diamond Grade sign sheeting

2.2.2 Electro Cut film

2.2.3 Overlay film

2.2.4 Raised pavement markers

2.2.5 All weather glass beads

2.2.6 Markings tape

2.2.7 Please refer to Bid Table BT-37DS for further quantities and units of measure.

2.3 Delivery Location and Hours of Operation

2.3.1 TPW Warehouse 5001 James Avenue, Fort Worth, TX 76115, Monday-Friday from 8am-3pm excluding U.S. registered calendar holidays

2.3.1 Deliveries will be accepted Monday through Friday between the hours of 8:00 a.m. and 3:00 p.m., unless otherwise requested.

Vendor shall notify the TPW Warehouse at 817-392-8083, 24 hours prior to delivery to make arrangements for delivery. All delivery and freight charges (FOB to the city of Fort Worth designated location) are to be included in the quote prices.

RFQt Ref. #: 26-0333 Doc. Ref#: RFQt-03 Page 2 of 5

2.4 The City of Fort Worth desires that the materials must be delivered to TPW within 30 days after receipt of the purchase order (PO received/acknowledged). We are requesting a 30-day turnaround time for orders related to this RFQt. Deliveries will be made primarily to the City of Fort Worth, TPW Warehouse, Transportation Management Division, but may also be delivered directly to the CFW sign shop (same address). Containers that have been damaged or previously opened shall not be accepted. The sign sheeting, 380-pavement tape, glass beads, RPM’s and associated hardware shall be packed in proper containers to prevent damage during shipping. Packing slips, or other suitable shipping documents, shall accompany each shipment and shall include name, brand or trademarks, quantity, size, lot or run number and part number. Delivery tickets shall indicate the annual Agreement number, blanket purchase order number and the release number, whichever applies.

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

RFQt Ref. #: 26-0333 Doc. Ref#: RFQt-03 Page 3 of 5 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, 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

RFQt Ref. #: 26-0333 Doc. Ref#: RFQt-03 Page 4 of 5 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.

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

RFQt Ref. #: 26-0333 Doc. Ref#: RFQt-03 Page 5 of 5

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:

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table BT-37DS

9.1.3 Small Business Enterprise Certificate, if applicable.

mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov