4-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 1 of 8

RFQt Title: Stationary Compactor Maintenance and Repair Services

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to establish an agreement to provide stationary compactor maintenance and repair services on an as-needed basis for the Environmental Services 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. MINIMUM REQUIREMENTS

Failure to meet the minimum requirements may result in the submission being deemed non-responsive.

2.1. Bidder must have a minimum of three (3) years providing the same or similar services as a business.

2.2. Bidder must provide two separate emergency contacts for the City.

3. SCOPE OF WORK

3.1. The awarded vendor shall provide preventative maintenance, inspection, troubleshooting, emergency repair, and part-replacement services for the City-owned equipment listed below and reiterated in “Exhibit A – Equipment” (pg. 9); the City reserves the right to add additional equipment as needed throughout the life of the agreement.

3.1.1. Seventeen (17) four-yard stationary compactors

3.1.1.1. 15-amp, 230-volt units

3.1.1.2. 40 yd. octagon receivers

3.1.1.3. Four-sided hoppers with safety gate

3.1.1.4. 10 ft. guided island

3.1.2. One (1) Avangard FR-3000 Styrofoam Densifier

3.1.3. One (1) Prodeva Paint Consolidation Machine (see Exhibit B – Prodeva Unit Information, pg. 10)

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 2 of 8

3.2. LOCATIONS

Work will be performed at the following locations, with the option to add additional locations as needed throughout the life of the agreement:

3.2.1. Brennan Drop-off Station – 2500 Brennan Ave., Fort Worth, TX 76106

3.2.2. Southeast Drop-off Station – 5000 Martin Luther King Jr Fwy., Fort Worth, TX 76119

3.2.3. Old Hemphill Road Drop-off Station – 6260 Old Hemphill Rd., Fort Worth, TX 76133

3.2.4. Hillshire Drop-off Station – 301 Hillshire Dr., Haslet, TX 76052

3.2.5. Environmental Collection Center – 6400 Bridge St., Fort Worth, TX 76112

4. SPECIFICATIONS

4.1. GENERAL SERVICE

4.1.1. The Vendor shall provide all labor, tools, equipment, and materials necessary for maintenance of the equipment.

4.1.2. Unless otherwise requested, equipment will be services for preventative maintenance once per quarter.

4.1.3. The Vendor shall provide an identifiable trip ticket for each appointment that details all work performed, any observations of repairs needed, and details of the appointment (e.g. date, time, location, technician). Ticket must be signed by an authorized City employee prior to leaving the site as official record of completed maintenance for invoicing purposes.

4.1.4. The Vendor shall ensure the service disconnect is disengaged and locked out before performing maintenance on the compactor. It is advisable to also remove the control circuit fuse as a secondary precaution to prevent the compactor from being started accidentally.

Double check circuit breakers to make sure they are off.

4.1.5. The Vendor shall respond to all service requests within two (2) business days for regular maintenance.

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 3 of 8

4.1.6. For non-emergent repairs, the Vendor shall be on-site to complete the repair within four (4) business days.

4.1.7. For emergent requests, the Vendor shall respond to service requests within twelve (12) hours and shall be on-site to complete the request within twenty-four (24) hours.

4.1.8. The Vendor shall hold and maintain any certifications or licenses required to perform services and will provide copies to the City upon request.

4.1.9. The Vendor shall only utilize qualified technicians capable of performing hydraulic and 230-volt electrical repairs to service this agreement.

4.1.10. The Vendor shall complete any repairs accepted or requested by the City (e.g. compactor conveyor belt replacement).

4.1.11. The Vendor shall perform services during regular business hours (8:00AM to 5:00PM, Monday to Friday) and not on City-observed holidays.

4.1.11.1. City observed holidays include:

4.1.11.1.1. New Year’s Day

4.1.11.1.2. Martin Luther King Jr. Day

4.1.11.1.3. Memorial Day

4.1.11.1.4. Juneteenth

4.1.11.1.5. July 4th

4.1.11.1.6. Labor Day

4.1.11.1.7. Thanksgiving Thursday and the following Friday

4.1.11.1.8. Christmas Day

4.2. MAINTENANCE

4.2.1. Remove dust and dirt from outside of control box.

4.2.2. Wipe off any grease, oil, or moisture from power plant.

4.2.3. Observe one complete cycle to verify proper operation.

4.2.4. Visually inspect condition of compactor for potential problems.

4.2.5. Make sure the compactor is securely anchored to the floor.

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 4 of 8

4.2.6. Check ram position switch. Adjust or tighten arm as necessary.

4.2.7. Check the turnbuckles and marriage hooks for stress fractures and wear.

4.2.8. Clean the suction strainer.

4.2.9. Check all fasteners and tighten as needed.

4.2.10. Replace air breather and canister filter element as needed.

4.2.11. Check anchor bolts and tighten as needed.

4.2.12. Visually inspect entire compactor for any potential problems.

4.2.13. Clean out refuse from behind ram.

4.2.14. Check hopper door and gate are functioning and check ease of operation.

4.2.15. Inspect cylinder pins, bolts, anchors, and structural components.

4.2.16. Electrical:

4.2.16.1. Check all electrical connections in control box.

4.2.16.2. Electrician inspection of electrical connections.

4.2.16.3. Verify switches are properly adjusted and secured.

4.2.17. Hydraulic:

4.2.17.1. Inspect hydraulic reservoir oil level and replenish oil as necessary (AW32 oil).

4.2.17.2. Drain, flush, and refill the hydraulic oil tank as necessary.

4.2.17.3. Check hydraulic hoses and fittings for leaks. Tighten the fittings or replace the hoses.

4.2.17.4. Check the condition of the oil. Change if discolored (milky or dark), dirty, contains water, smells burnt, or lacks lubricity when rubbed between the fingers.

4.2.17.5. Replace return oil filter element as needed.

4.2.17.6. Install pressure gauge and check pressure switch and relief valve settings (Reference the pressure checking procedure set by the manufacturer, KSC Inc.).

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 5 of 8

4.2.18. Lubrication:

4.2.18.1. Apply grease to ram bearing rail, door and gate hinges as needed, and ratchet turnbuckle.

4.2.18.2. Grease motor every 9500 hours of use; if application is severe, lubricate motor every 4750 hours of use.

4.2.18.3. Apply grease to grease fittings as applicable.

4.3. WARRANTY

4.3.1. All items and parts installed under this contract shall carry the standard manufacturer warranty.

4.3.2. Warranties shall be effective on the date the items are accepted by the City.

4.3.3. No repair or service work provided on any existing equipment shall void an existing warranty on the equipment.

4.3.4. The Vendor shall warrant all parts or equipment are appropriate for the intended service and shall be free of manufacturing and installation defects in materials and workmanship for a period of not less than the manufacturer’s standard warranty. Should parts or equipment fail during the warranty period, it shall be repaired/replaced at no expense to the City.

5. 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.

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 6 of 8

6. METHOD OF AWARD

6.1. 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.

6.1.1. 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.

6.1.2. 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.

6.1.3. 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.

6.1.4. 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.

6.1.5. 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.

7. PRICE ADJUSTMENTS

7.1. 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.

7.1.1. 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.

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 7 of 8

7.1.2. 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.

7.1.3. 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.

7.1.4. 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.

7.1.4.1. 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.

8. 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.

9. 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

10. INVOICES AND PAYMENTS

10.1. 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

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

RFQt Ref. #: 26-0158 Doc. Ref#: RFQt-03 Page 8 of 8

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

supplierinvoices@fortworthtexas.gov

10.3.1. 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)

10.3.2. 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

11. 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.

11.1. Bidder shall submit the following items:

11.1.1. Completed RFQt-01 Forms

11.1.2. Completed Bid Table (BT-05HZ)

11.1.3. Small Business Enterprise Certificate, if applicable.

Location Machine Volume Brand Model

Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Compactor 4 cu. yd. Waste - Quip SP-400 Styrofoam densifier 1 cu. Yd. (hr) Avangard FD-3000 (Serial FD3000v4A8) Paint consolidation machine Class 100 Prodeva 270 (Serial XCE121206N4)

Brennan Drop-off Station 2500 Brennan Ave., Fort Worth, TX 76106

Southeast Drop-off Station 5000 Martin Luther King Jr Fwy., Fort Worth, TX 76119

Old Hemphill Road Drop-off Station 6260 Old Hemphill Rd., Fort Worth, TX 76133

Hillshire Drop-off Station 301 Hillshire Dr., Haslet, TX 76052

Environmental Collection Center 6400 Bridge St., Fort Worth, TX 76112

EXHIBIT A - Equipment

EXHIBIT B - Prodeva Unit Information