CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF WORK

RFQt Ref. #: 27-0007 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Comprehensive Coin-Only Parking Meter System

1.0 INTRODUCTION

The City of Fort Worth (City), Transportation & Public Works Department seeks proposals from qualified vendors to provide a comprehensive parking meter system which only accept coins, provides back-office software to manage and support the meters, and handheld wands which read how much money is inside the parking meters for auditing and financial reconciliation purposes. The selected vendor will provide all necessary equipment, documentation, training, and support for a complete and functional system.

This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

Bidders must include detailed specification sheets of product(s) offered for review. Specification sheets should include references to all required product specifications.

Demonstrations may be requested to confirm product compliance. The exact product offered for this bid must be available by the vendor for inspection at requested vendor demonstrations. Demonstrations will take place on-site at a City facility and will be scheduled if needed to determine product compliance. Demonstrations will be conducted at no cost to the City. All delivery/freight/travel/fuel cost/tariffs to be included in the unit pricing of product.

Quantities listed are based on purchases by the City in a given fiscal year.

The City will order items on an as-needed basis and may place orders for the complete coin-operated parking meter system.

2.0 SCOPE OF WORK

2.1 Parking Meter Requirements

2.1.1 Accept only United States coins (quarters, dimes, nickels, dollar coins).

2.1.2 Provide clear, user-friendly instructions to the public.

2.1.3 Include a visible display showing paid time and remaining time.

2.1.4 Store all payment and operational data internally for retrieval via handheld wand.

2.1.5 Use tamper-resistant and vandal-resistant housing.

RFQt Ref. #: 27-0007 Doc. Ref#: RFQt-03 Page 2 of 7 RFQt Title: Comprehensive Coin-Only Parking Meter System

2.1.6 Operate reliably in varied outdoor weather conditions typical of

North Texas.

2.1.7 Exclude all credit cards, mobile payment, or contactless payment features.

2.1.8 Use battery or solar power, including backup components as needed.

2.1.9 Be compatible with existing City parking meter posts or include new posts when necessary.

2.1.10 Communicate externally regarding meter performance.

2.2 Back-Office Software Requirements

2.2.1 Import and store data collected through handheld wands.

2.2.2 Generate audit logs, transaction histories, payment summaries, and usage data.

2.2.3 Provide dashboards for diagnostics and maintenance forecasting.

2.2.4 Include secure login, encrypted data storage, and role-based access controls.

2.2.5 Export reporting data in standard formats such as CSV or XML.

2.2.6 Integrate seamlessly with vendor-provided meters and handheld wands.

2.2.7 Include software updates and technical support for the duration of the contract.

2.3 Handheld Wand Requirements

2.3.1 Retrieve all payment and operational data stored within the meters.

2.3.2 Store collected data until transferred into the back-office software.

2.3.3 Use ruggedized construction suitable for outdoor field use.

2.3.4 Include rechargeable or replaceable batteries with minimum runtime requirements.

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2.3.5 Support wired or wireless data transfer methods.

Include vendor training and documentation for all handheld devices.

2.4 Implementation, Training, and Support

2.4.1 Vendor shall submit an implementation plan detailing deployment steps and timelines.

2.4.2 Provide installation guidance and support as requested by the City.

2.4.3 Provide user training for field staff and administrative personnel.

2.4.4 Provide warranties, replacement parts, and technical support as required.

2.5 Deliverables

2.5.1 Coin-only parking meters that meet City specifications.

2.5.2 Back-office software is fully compatible with meters and handheld wands.

2.5.3 Handheld wands capable of data retrieval and transfer.

2.5.4 Documentation outlining installation and configuration procedures.

2.5.5 Training materials and sessions.

2.5.6 Warranty and ongoing support plans.

2.6 Warranty Clauses

2.6.1 The awarded Bidder shall provide a comprehensive warranty covering all hardware, software, and accessories associated with the parking meter system for a minimum period of five (5) years from the date of acceptance by the City of Fort Worth with options for extended coverage.

2.6.2 The warranty must include:

2.6.2.1 Hardware: Coverage for defects in materials and

workmanship, including cameras, mounting accessories, batteries, and charging equipment.

2.6.2.2 Replacement or repair of defective hardware at no cost, including shipping fees for returns.

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Accessories: Replacement of defective or malfunctioning accessories during the warranty period.

2.7 Repair or Replacement

2.7.1 Defective products must be repaired or replaced within 10 business days of receiving the product at no additional cost. Products that cannot be repaired within ten days of receiving the product should be replaced with an exact model replacement.

2.8 Extended Warranty Option

2.8.1 The awarded Bidder must provide an option to purchase an extended warranty for a period of up to three (3) additional years after the initial warranty period. The extended warranty must include all terms outlined in the initial warranty.

2.9 Exclusions

2.9.1 Bidders are to include all warranty exclusions with their proposal submission.

2.10 Data Ownership

2.10.1 All information, materials and data obtained under the contract resulting from this RFQT will be exclusively owned by the Department. Upon termination of the awarded contract for any reason, or upon request of Department, the awarded Bidder will agree to convey Department Data to the Department or their designated agent, at no extra charge and in a format agreed upon by both parties.

3.0 AGREEMENT TERM

3.1 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

RFQt Ref. #: 27-0007 Doc. Ref#: RFQt-03 Page 5 of 7 RFQt Title: Comprehensive Coin-Only Parking Meter System 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 as 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 as one who demonstrates via responses to the selection criteria his/her ability to successfully deliver the supplies, equipment, or services being procured.

4.2 For the City to receive adequate coverage of 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 based on individual items, 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

RFQt Ref. #: 27-0007 Doc. Ref#: RFQt-03 Page 6 of 7 RFQt Title: Comprehensive Coin-Only Parking Meter System 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.

6.0 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/news/2025/7/sbdp

RFQt Ref. #: 27-0007 Doc. Ref#: RFQt-03 Page 7 of 7 RFQt Title: Comprehensive Coin-Only Parking Meter System 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

9.0 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 Small Business Utilization Form

9.1.3 Small Business Enterprise Certificate, if applicable.

9.1.4 Completed Bid Table

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