4-RFQt-03-Specifications 26-0138.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 1 of 8

RFQt Title: Sewer Cleaning Equipment, Parts and Repair Services

1.0 INTRODUCTION

The City of Fort Worth (City) is accepting quotes from qualified bidders to establish an Annual Agreement for sewer cleaning equipment, repair parts, accessories, and repair service for the Water Department in accordance with the descriptions and specifications listed in this solicitation. 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 INTENT

The intent of these specifications is to describe the minimum requirements necessary to establish non-exclusive contracts for sewer cleaning equipment, parts and repair between the City of Fort Worth (City) and qualified vendors

3.0 GENERAL REQUIREMENTS

3.1 Random Testing – The City reserves the right to test equipment delivered for compliance with federal and state regulations by an independent laboratory of the City’s choice at any time during the term of this Agreement.

3.2 The equipment that requires Original Equipment Manufacturer (OEM) parts that are not interchangeable will be purchased from that representative. Parts that are interchangeable will be purchased from the lowest responsive and responsible Vendor for interchangeable parts. Operating Software must be able to track all QC samples and notify the user of failed QC,

3.3 Parts – The following is a general list of the parts to be made available on this Agreement. Effort was made to list the parts and categories needed; however, this Agreement shall not be exclusive to only the parts or categories listed.

3.3.1 Bucket machine accessories and tools including platforms, rollers, cable and yokes.

3.3.2 Sectional hand rodding tools and accessories.

3.3.4 Sewer rods, sectional and continuous.

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 2 of 8

3.3.5 Rod guide hoses, components and assemblies.

3.3.6 Rodding machine accessories.

3.3.7 Rodding machine tools such as augers, corkscrews, root saws, cutter blades, bullet tools, loop tools, loop tools, sand leader, porcupines, spear point, cutter, sewer brushes.

3.3.8 Rod and tool couplings for rods, augers, root saws and

corkscrews.

3.3.9 Rodding machine couples and nuts such as adapter coupling and rod nuts.

3.3.10 Coiled rods, couplings and tools.

3.3.11 Sewer cleaning hose with couplings.

3.3.12 High velocity machine accessories such as hose rollers, nozzle extensions.

3.2.13 Cleaning nozzles both stainless steel and hardened steel for sand, grease such as bullet and piercing nozzles.

4.0 DELIVERY OF PRODUCTS AND PERFORMANCE OF

SERVICES

4.1 Response Time – Contract allows for a maximum response time of 2 hours of. Contractor shall provide on-call capabilities and confirmation that Contractor will be able to respond in a timely manner. By submitting a bid, Contractor shall respond to requests for repairs, calibration, warranty work/or troubleshooting within 3 hours of notice by the City.

4.2 Delivery and Pickup – Instrumentation requiring Contractor shop repair and/or calibration shall be picked up by the Contractor unless otherwise requested by the City.

Compensation for pickup and delivery of equipment shall be

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 3 of 8 included in the cost of service. Instrumentation that can’t be field or shop repaired and/or calibrated shall either be replaced, or mailed to the manufacturer/certified representative’s shop for repairs and/or calibration. Contractor shall be required to notify the City if this is the case to determine if the City would like to proceed with the repair or purchase a new piece of instrumentation.

4.3 Hourly Rates – Due to the wide range of work to be

performed within this contract, compensation to the Contractor shall be broken down into hourly rates for field services and shop services taking into account the time work is performed.

The unit price for hourly rates shall be full compensation for all salaries, benefits, transportation costs, overhead and profits. No compensation will be provided for tools, testing equipment, or software necessary to perform the work.

4.4 Delivery Time – New instrumentation shall be delivered to the City within 60 days after receipt of Purchase Order, unless the City is notified in writing. The Vendor must disclose the time required for delivery on the quote provided to the City.

Additional time required beyond the estimated time resulting from either the inexperience of contractor staff, improper sizing or application, or lack of coordination with the supplier will not be compensated by the City.

4.5 Repair Estimates – The contractor shall provide an estimate for repair in writing and get the City’s approval before proceeding with any repair work. The estimate shall be provided to the City in a timely manner. When requested, the Contractor shall provide an estimate for replacement of the equipment, in lieu of repair if the estimate for the repair exceeds half of the cost of replacing the instrument.

5.0 WARRANTY

5.1 The vendor shall include in their bid the warranty language for material, equipment, components and labor to be utilized in the

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 4 of 8 contract.

5.2 When applicable, all equipment requiring replacement will be replaced with a new item and not a refurbished item.

5.3 In addition to any other warranties in this contract, the supplier warrants that all work and products shipped under this agreement conforms to the agreement requirements and is free from any defect in workmanship, equipment, material or design furnished by the Supplier.

5.4 Vendor agrees to repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, for all defective work and products. The City defines “prompt” repair or replacement to be within 1-5 business days after notification by authorized City personnel.

6.0 DELIVERY

6.1 All items shall be delivered to: City of Fort Worth, Water Department, Field Operations at 1608 11th Ave, Fort Worth, Texas 76140.

6.2 Delivery Time: Monday through Friday, 8AM-3:00PM.

7.0 WARRANTY

7.1 All components of the Mercury Analyzer not considered consumable items, will have a minimum of a full one-year warranty on parts and labor commencing upon the date of installation of the Mercury Analyzer.

7.2 Official Warranty Statement must be included with the bid.

7.3 When applicable, all equipment requiring replacement will be replaced with a new item and not a refurbished item.

7.4 In addition to any other warranties in this contract, the supplier warrants that all work and products shipped under this agreement conforms to the agreement requirements and is free from any defect in workmanship, equipment, material or design furnished by the Supplier.

7.5 Vendor agrees to repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, for all defective

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 5 of 8 work and products. The City defines “prompt” repair or replacement to be within 1-5 business days after notification by authorized City personnel.

8.0 SERVICE CONRACT, EQUIPMENT PREVENTATIVE

MAINTENANCE AND REPAIR SERVICES

8.1 Vendor shall provide pricing for on-site annual preventative maintenance and repairs to include parts, labor and travel expenses.

8.2 Vendor shall provide information explaining in detail the preventative maintenance contract with proposal submittal.

9.0 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.

10.0 METHOD OF AWARD

10.1 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.

10.1.1 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.

10.1.2 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.

10.2 In order for the City to receive adequate coverage on its requirements

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 6 of 8 as specified in the solicitation, the City reserves the right to make multiple awards.

10.3 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.

10.4 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.

11.0 PRICE ADJUSTMENTS

11.1 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.

11.1.1 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.

11.1.2 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.

11.1.3 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.

11.1.4 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-

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 7 of 8 solicitate an agreement, not to exceed ninety (90) days.

11.1.5 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.

12.0 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.

13.0 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

14.0 INVOICES AND PAYMENTS

14.1 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

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

14.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov

14.3.1 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)

14.3.2 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:

14.3.3 Zz_FIN_AccountsPayable@fortworthtexas.gov

RFQt Ref. #: 26-0138 Doc. Ref#: RFQt-03 Page 8 of 8

15.0 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.

15.1 Bidder shall submit the following items:

15.1.1 Completed RFQt-01 Forms

15.1.2 Completed Bid Table

15.1.3 Small Business Enterprise Certificate, if applicable.