3-RFQt-04-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 1 of 9 RFQt Title: Landscape Irrigation Services

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders for Landscape Irrigation Services on as needed basis for the Water 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. SCOPE OF WORK

2.1. Provide landscape irrigation services that meet or exceeds the specifications and complies with the standards and best practices set by TCEQ for this type of services.

2.2. Maintain an adequate number of employees licensed/certified by the Texas Commission on Environmental Quality (TCEQ), to satisfactory perform scheduled, non-emergency and emergency services twenty-four hours per day, 365 days per year; who are skilled, responsible persons; who in manner and character are suitable to a business administering to the type of patronage expected of a City Contractor

2.3. Provide services on an as-needed basis, unless requested otherwise by Department Contract Manager or designee. Services will then be received as specified by the City on the Purchase Order.

2.4. Following the award, additional materials/ services of the same general category that could have been encompassed in the award of this Agreement and additional service locations, and that are not already on the Agreement, may be added based on the discount offered and price sheet provided with the bid or current quote from the contractor.

2.5. Provide cost estimates to the Division within the Water Department ordering the services.

2.5.1. No fees allowed for estimates or quotes.

2.5.2. Estimates do not have to be exact; however, they should reflect a realistic dollar amount comparable to the work requested/needed.

2.5.2.1. If estimates for repair parts exceed $1,000.00, City

Departments reserve the right to purchase parts from

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 2 of 9 current annual agreements for irrigation parts if the cost is less.

2.5.3. All estimates shall be itemized to show labor costs, materials and parts costs, including rental of tools or equipment necessary to complete the scope of work.

2.5.3.1. Materials and parts costs shall be detailed separately.

2.5.4. If there is an increase in an estimate due to unforeseen conditions, Vendor shall obtain written notification from the Department authorized employee to proceed.

2.6. Supply all items and/or materials under the agreement(s) resulting from this bid shall be new, unused, of recent manufacture, and suitable for their intended purpose.

2.7. Perform all work shall be in accordance with the latest edition of all applicable Local, State, and Federal Laws, Codes and Regulations.

2.7.1. Contractor shall be responsible for obtaining all required permits.

2.7.2. Contractor shall have work inspected by proper officials upon completion.

2.8. Provide services on an as-needed basis, unless requested otherwise by

Department Contract Manager or designee. Services will then be received as specified by the City on the Purchase Order

2.9. Perform services in a professional and workman-like manner. Be responsible and liable for the safety, injury and health of its working personnel while its contract workers are delivering services/materials.

2.10. Provide services 24 hours seven days a week, including City observed holidays and respond to non-emergency and emergency service calls when requested.

2.11. Provide before and after photos of the work/jobsite to the City for their records.

2.12. Provide a report to the Department Contract Manager or designee describing the work performed and the materials used to complete the services.

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 3 of 9

2.13. Notify the Department Contract Manager or designee immediately if the Contractor encounters unforeseen conditions which impacts the work, which could not initially be evaluated.

2.13.1. The Department Contract Manager or designee shall have the right to approve or disapprove any and all substitutions.

2.14. Provide a list of parts, materials and equipment with the invoice.

2.15. Provide detailed invoices when requesting payment for materials utilized while completing the City project, such as, but not limited to rental of tools and/or equipment, parts and materials.

2.15.1. Cost shall be charged to the City based on the mark-up percentage listed on the bid solicitation page.

2.15.2. Vendor must provide proof of cost with all invoices that list item charges

2.16. Any material and/or services that have been omitted from this scope of service that are clearly necessary or in conformance shall be considered a requirement although not directly specified or called for in the scope of services.

2.17. Delivery and Pick-Up

2.17.1. The Vendor shall:

2.17.1.1. If the City requests non-emergency service, the

Vendor must contact requestor within one (1) hour to schedule a date and time for services.

2.17.1.2. If the City requests immediate/emergency service, the Vendor must contact requestor within one (1) hour and respond to the job site within two (2) hour of time of the call.

2.17.1.3. If applicable, deliver orders for the Fort Worth Water Department, Field Operations, located at 1608 11th Avenue, Fort Worth, TX, 76102 during normal working hours 8:00AM through 5:00PM, Monday through Friday, unless otherwise requested by the Department Contract Manager or designee.

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 4 of 9

2.17.1.4. Not deliver orders on City observed holidays:

2.17.1.4.1. New Year’s

2.17.1.4.2. Martin Luther King

2.17.1.4.3. Memorial Day

2.17.1.4.4. Juneteenth

2.17.1.4.5. July 4th

2.17.1.4.6. Labor Day

2.17.1.4.7. Thanksgiving Thursday and the following

Friday

2.17.1.4.8. Christmas

2.17.1.5. Understand delivery locations will normally be within the City of Fort Worth, Texas; and shall be made to the location requested by the Department Contract Manager or designee.

2.17.1.6. Deliver order(s) F.O.B Destination and all other

delivery charges shall be included in the unit price. The person placing the order will provide delivery and billing information. No additional charges for expenses, freight, mileage, time, or similar items will be accepted or paid by the City. There may be instances when the Vendor may be asked to accelerate delivery of an order(s) due to extenuating circumstances. When this occurs and there is an additional cost, the Vendor must receive written approval from Department Contract Manager in order to order the materials. If written approval is not received from the Department Contract Manager, City shall not be liable for any costs.

2.17.1.7. Understand in the event the Vendor is unable to meet the original delivery date(s), the Department Contract Manager of designee must be contacted immediately, but prior to the due date, and seek an extension of delivery time. Failure to comply with the delivery terms may be

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 5 of 9 legal grounds for canceling an order(s), or the entire Agreement in accordance with the Termination Clause shown elsewhere in the solicitation.

2.17.1.8. Understand delivered products that are determined to be defective or not meeting bid specifications shall be picked up and replaced within twenty-four (24) hours by the Vendor, or the Vendor’s designee, at no cost to the City. If the product(s) are not picked up within one (1) week after notification, the product(s) shall become a donation to the City for disposition.

2.18. Warranty

2.18.1. Vendor shall not limit or exclude any express or implied warranties and any attempt to do so shall render this contract voidable at the option of Buyer. Vendor warrants that the goods furnished will conform to Buyer's specifications and descriptions listed in the proposal invitation, and the sample(s) furnished by Vendor, if any. In the event of a conflict between Buyer's specifications, and descriptions, Buyer’s specifications shall govern.

2.18.2. The City shall notify the Vendor, within a reasonable period of time after the discovery of any failure, defect or damage.

2.18.3. With respect to all warranties, expressed or implied, from manufacturers, or suppliers for work performed and materials furnished under this contract, the Vendor shall:

2.18.3.1. Obtain all warranties that would be obtained in normal commercial practice;

2.18.3.2. Enforce all warranties for the benefit of the City of

Fort Worth.

2.18.4. This warranty shall not include failures attributable to accident, fire, or negligence on the part of City personnel.

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

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 6 of 9 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. 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, 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. PRICE ADJUSTMENTS

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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.

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

RFQt Ref. #: 26-0253 Doc. Ref#: RFQt-03 Page 8 of 9 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 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. 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

9.1.3. Small Business Enterprise Certificate, if applicable.

__Provide lead time 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. #: 26-0253 Doc. Ref#: RFQt-03 Page 9 of 9