4-RFQt-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 26-0177 Doc. Ref#: RFQt-03 Page 1 of 12 RFQt Title: Promotional Items for the Fire Department

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to provide Promotional Items for the Fire Department, on an as needed basis.

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 SPECIFICATIONS

2.1 Unit price shall include all associated costs, including but not limited to delivery and/or fuel charges. No additional charges will be accepted or paid by the City.

2.2 Assorted Color Pencils: Stock economy pencils 7 ½” white print.

With Fire Safety Message:

2.2.1.1 Practice Fire Safety every day.

2.2.1.2 Make and Practice a family fire escape plan.

2.2.1.3 Know the sound of a smoke alarm.

2.2.1.4 Get out, stay out.

2.2.1.5 Inspect your home for fire hazards.

2.3 Assorted Mood Color Changing Pencils: Stock Heat changing fire safety pencils with fire safety message:

2.3.1 A sound you can live with.

2.3.2 Test your smoke alarms once a month.

2.4 12” Wooden Ruler – Stock 12” wood ruler with fire safety message on front and fire safety rules on back.

2.4.1 Side One:

2.4.1.1 A sound you can live with.

2.4.1.2 Test your smoke alarms once a month.

2.4.2 Side Two:

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2.4.2.1 Know 2 ways out of every room.

2.4.2.2 Plan and practice fire exit drills.

2.4.2.3 Never play with lighters and matches, they are tools

for adults.

2.4.2.4 If your clothes catch on fire, stop-drop-and roll.

2.4.2.5 Test all smoke alarms every month and keep spare

batteries on hand.

2.4.2.6 If the door feels hot do not open it, use another way out.

2.4.2.7 If the room is filled with smoke stay low where the air is clean to breathe.

2.4.2.8 Never re-enter a burning building.

2.4.2.9 Know when to call 9-1-1.

2.4.2.10 Know all emergency numbers.

2.4.2.11 Fire fighters are our friends for life.

2.5 Silicone Wristbands – 7” Awareness wristbands Blue Glow in the dark, black color fill Debossing with Fire Safety Message, “Practice fire exit drills, know 2 ways out”.

2.6 Book Marks – 6 3/8” x 1 ½ inch,double-sided bookmarks with different fire safety messages and tips:

2.6.1 Side One:

2.6.1.1 Think fire safety.

2.6.1.2 Plan and practice fire exit drills.

2.6.1.3 Know 2 ways out of every room.

2.6.1.4 Install and check smoke alarms on every level at your home and keep spare batteries on hand.

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2.6.1.5 Replace smoke alarm batteries once a year.

2.6.2 Side Two: 10 Fire Safety Rules For Life:

2.6.2.1 Know 2 ways out of every room.

2.6.2.2 Plan and practice fire exit drills.

2.6.2.3 Never play with lighters and matches, they are tools

for adults.

2.6.2.4 If your clothes catch on fire, stop-drop-and roll.

2.6.2.5 Test all smoke alarms every month and keep spare

batteries on hand.

2.6.2.6 If the door feels hot do not open it, use another way out.

2.6.2.7 If the room is filled with smoke stay low where the air is clean to breathe.

2.6.2.8 Never re-enter a burning building.

2.6.2.9 Know all emergency numbers.

2.6.2.10 Fire fighters are our friends for life.

2.7 Crayons – stock crayon pack with fire safety message on box, to include four crayons per box. Red, Blue, Green and Yellow crayon.

Fire Safety message:

2.7.1 Front side of the box: Color your place fire safe.

2.7.2 Back side of the box: When fire strikes, get out and stay out.

2.7.3 Each Crayon wrapper has a Separate Safety Message:

2.7.3.1 When fire strikes, get out and stay out.

2.7.3.2 Stop-drop-and roll if your clothes catch on fire,.

2.7.3.3 Practice fire exit drills.

2.7.3.4 Know two ways out.

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2.7.3.5 Test smoke alarms monthly.

2.8 Custom Fire Hats –18 ½: Mil Plastic Fire Hat, Fire Department imprint. Head opening size: 6 3/8” x 7 ¾”, no chin strap, Colors: Red, Black and Pink.

2.9 Fire Safety Coloring & Activity Book – with Fire Department Imprint, 8 ½”x11”, 18-pages, activity book teaches children simple, important rules about fire safety.

2.10 Custom 12”x15” Grab Bags– plastic grab bags 2 Mil 12”x15” with fire safety Tips:

2.10.1 Don’t play with matches, lighters or candles.

2.10.2 Don’t hide, get outside.

2.10.3 Test smoke alarms monthly.

2.10.4 Stop drop and roll.

2.10.5 In case of fire get outside and call 9-1-1 for help.

2.11 Stock Re-sealable Handle Bags –Full Color Front with Clear Back, 2 Mil 12” x 15” re-sealable zip handle bags with the following fire safety message in front:

2.11.1 Test smoke alarms once a month.

2.11.2 Know 2 ways out of every room.

2.11.3 Plan fire exit drills.

2.11.4 Get-out-stay out of a burning building.

2.12 Pencil Top Fire Safety Erasers – assorted color and designs pencil top erasers in the following shapes:

2.12.1 Fire truck

2.12.2 Fire hydrant

2.12.3 Maltese cross

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2.12.4 Fire hat

2.13 Jar Opener – 4 ½” x 51/4” Red Rubber Jar Shaped as Fire Hydrant FD Imprint and Fire Safety Message.

2.13.1 Hydrant Cap label: FORT WORTH FIRE DEPARTMENT

2.13.2 Top Message: Practice fire safety

2.13.3 Center Message:

2.13.3.1 Install and maintain smoke alarms.

2.13.3.2 Never smoke in bed or while drowsy.

2.13.3.3 Pay attention while cooking.

2.13.3.4 Turn pot handles inward.

2.13.3.5 Never lean over a hot burner.

2.13.3.6 Do not overload electrical outlets.

2.13.3.7 Practice 2 ways out of every room

2.13.4 Bottom Message: IN CASE OF EMERGENCY: DIAL 9-1-1

2.14 Pop Up Fire Truck – Stock paper fire truck with ten important safety messages printed on the top. Actual Size: 5 7/8” x 15/8” x 1 7/8”.

2.14.1 Ten Fire Safety Rules For Life:

2.14.1.1 Know 2 ways out of every room.

2.14.1.2 Plan and practice fire exit drills.

2.14.1.3 Never play with lighters and matches, they are tools for adults.

2.14.1.4 If your clothes catch on fire, stop drop and roll.

2.14.1.5 Test all smoke alarms every month and keep spare

batteries on hand.

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2.14.1.6 If the door feels hot do not open it, use another way out.

2.14.1.7 If the room is filled with smoke stay low. Here the air is clean to breathe.

2.14.1.8 Never re-enter a burning building.

2.14.1.9 Know when to call 9-1-1, and know all emergency

numbers.

2.14.1.10 Fire fighters are our friends for life.

2.15 Custom Fire Safety Drawstring Backpacks- 13”x16” Fire Safety Message on backpack with reflective stripes, Fire Department imprint.

Color: variety. Our choice of white Maltese cross and message:

2.15.1 CITY OF FORT WORTH FIRE DEPARTMENT

2.15.2 We protect the ones you love.

2.16 Custom Stadium Cup – Assorted colors 17oz with fire safety rules for life printed on back and Fire Department imprint in front. Safety message:

2.16.1 Front: Maltese cross with our choice of two (2) lines of imprint in white.

2.16.2 Back: Various fire safety messages with imprint in white.

2.17 Fire Safety Brochures: Multicolor-Informational Brochures to include topics of:

2.17.1 Smoke alarms

2.17.2 Carbon monoxide detectors

2.17.3 Holiday safety

2.17.4 Fire safety for senior citizens,

2.17.5 Fire extinguishers, RFQt Ref. #: 26-0177 Doc. Ref#: RFQt-03 Page 7 of 12

2.17.6 Exit drill in the home,

2.17.7 Fire safety checklist

2.17.8 Other safety topics.

2.17.9 Brochures to include Fire Department logo imprint. Our choice of imprint on back panel.

2.18 Stick On Jr. Firefighter Badges

2.18.1 Paper foil

2.18.2 Individually sheeted

2.18.3 2 x 2.5 inches

2.18.4 Stock design with Fort Worth Fire Dept.

2.19 Custom Temporary Tatoos

2.19.1 2 x2 inches

2.19.2 Full color

2.20 Assorted Fire Safety Stickers

2.20.1 Sold in a roll

2.20.2 Two (2) inch diameter

2.20.3 Four (4) designs per roll

3.0 DELIVERY

3.1 Location

3.1.1 Fire Public Education, 2900 Alta Mere Dr. Fort Worth, TX 76177.

3.2 Days and Times

3.2.1 Monday through Friday Between 8:00 AM and 4:00 PM.

except holidays. City observed holidays are:

3.2.1.1 New Year’s Day

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3.2.1.2 Martin Luther King Jr. Day

3.2.1.3 Memorial Day

3.2.1.4 Juneteenth

3.2.1.5 July 4th

3.2.1.6 Labor Day

3.2.1.7 Thanksgiving Thursday and the following Friday

3.2.1.8 Christmas Day

3.3 Required Delivery Date

3.3.1 30 days after receipt of Purchase Order (PO) unless other arrangements have been agreed upon between Fire Department designated representative and Vendor.

3.4 Inspection

3.4.1 The City will conduct a physical inspection of the items prior to acceptance.

4.0 AGREEMENT TERM

4.1 The term of the Agreement shall be for a one-year, with options to renew for additional four one-year periods at the City’s option.

However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the successful bidder, known hereafter as “Vendor” or “Contractor” or “Supplier” or “Seller”.

5.0 METHOD OF AWARD

5.1 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.

5.1.1 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.

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5.1.1.1 Bidders are not required to bid on all items to be

considered for an award.

5.1.2 A responsible bidder is defined to be one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

5.2 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.

5.3 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.

5.4 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.

5.5 Following the award, additional products/services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added.

6.0 UNIT PRICE ADJUSTMENT

Vendors may require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Unless otherwise stated, price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal:

6.1 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.

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6.2 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.

6.3 Prices bid shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated and agreed to by City.

6.4 Upon expiration of the Agreement term the successful bidder, agrees to hold over under the same terms and conditions of the executed Agreement for a reasonable period of time to allow the city to re-bid an agreement, not to exceed ninety (90) days.

6.5 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.

7.0 BRAND NAME OR EQUAL

7.1 Brand names and product images (EXHIBIT A) are for reference only and not intended to limit competition. Bidders may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid

8.0 WARRANTY

8.1 Coverage: Shall include defects in materials and workmanship for a minimum of one-year.

8.2 Seller warrants that the goods furnished will conform to Buyer's specifications, drawings and descriptions listed in the proposal invitation, and the sample(s) furnished by Seller, if any. In the event of a conflict between Buyer's specifications, drawings, and descriptions, Buyer’s specifications shall govern.

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9.0 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.

10.0 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.

11.0 INVOICES AND PAYMENTS

11.1 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

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

11.3 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 https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/supplierinvoices@fortworthtexas.gov file://Chisilon/FINDEPT/Purchasing/00%20Purchasing/01%20Procurements%20by%20FY/FY%202026%20Documents/Eugene%202026/Zz_FIN_AccountsPayable@fortworthtexas.gov

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12.0 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.

12.1 Bidder shall submit the following items:

12.1.1 Completed RFQt-01 Forms (Instructions to Bidders, W-9, Conflict of Interest Questionnaire)

12.1.2 Completed Bid Table

12.1.2.1 If offering an equivalent product, submit

manufacturer name, model number and product literature demonstrating compliance to the specifications.

12.1.3 Small Business Enterprise Certificate, if applicable.

12.1.4 Other Required Documents. This is an optional section for purposes of this solicitation. Bidders may upload images of their products or any relevant information not specifically requested in the solicitation.

12.1.5 Acknowledgement of having read and being willing to

comply with the City’s Standard Terms and Conditions.

Please see Requested Information in the electronic bidding platform (Euna/Bonfire).