CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

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RFQt Title: Golf Course Supplies

1. INTRODUCTION

The City of Fort Worth (City) is requesting quotes from qualified bidders to establish non-exclusive agreements to provide golf course supplies on an as-needed basis for the Park and Recreation 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.

These products for this bid are used by the Park and Recreation Department golf course maintenance staff for daily and on-occasion course configurations. Some of the anticipated uses are cutting new holes and moving flagsticks to rotate high traffic zones on the turf, establishing playing lines and traffic, and directional instructions and boundary marking. These products also include supplies that outfit convenience stations with ball washers, towels, and waste containers to maintain facility hygiene and proper play pacing.

2. SPECIFICATIONS

2.1. REQUIREMENTS

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

2.1.1. Bidder must have a minimum of five (5) years providing the golf course and/or driving range supplies as a business.

2.1.2. Bidder must clearly identify the brand name, make or model number, and product number of items listed in their bid solicitation.

2.1.3. Bidder must have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

2.2. GENERAL SPECIFICATIONS

2.2.1. All materials supplied under the agreement resulting from this bid shall be of recent production, unused, and suitable for their intended purpose.

2.2.2. Upon award, the Vendor shall supply the City with a current catalog

(with digital format preferred) of all golf-related merchandise sold by the Vendor.

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2.3. PRODUCT SPECIFICATIONS

Bidders must supply items categorized under the following core components:

2.3.1. United States Golf Association (USGA) Regulation flagsticks, putting cups, foam plugs, custom-printed and checkered golf flags, and oversize range flags.

2.3.2. Professional hole-cutting assemblies, augers, replacement blades, specialized cup setters, and rings.

2.3.3. On-course signage, rope, stakes, heavy-duty yardage markers, directional markers, and custom bronze tee signs.

2.3.4. High-visibility marking paint (turf and hole-painter styles), tournament-grade bunker rakes, and core field maintenance tools.

2.3.5. Clubhouse and facility support equipment, including ball washers, specialized towels, water coolers, trash containers, and related hardware accessories.

2.3.6. Following the award, additional services of the same general category that could have been encompassed in the award of the contract, and that are not already on the contract, may be added based on the discount price sheet provided with the bid (if applicable) so long as such inclusion does not violate state or local law.

2.4. DELIVERY

2.4.1. The delivery location for each order shall be designated on the

Purchase Order. Anticipated delivery locations and hours are outlined below:

2.4.1.1. Pecan Valley Golf Course

6400 Pecan Valley Dr. 76132

Mon – Sun, 7:00am to 7:00pm

2.4.1.2. Meadowbrook Golf Course

1815 Jensen Rd. 76112

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Mon – Sun, 7:00am to 7:00pm

2.4.1.3. Rockwood Golf Course

1851 Jacksboro Hwy. 76114

Mon – Sun, 7:00am to 7:00pm

2.4.2. Item pricing shall include the cost of delivery.

2.4.3. Products shall be delivered between 7:30 a.m. to 3:30 p.m., Monday through Friday, unless otherwise requested by the Park and Recreation Department.

2.4.4. Vendor will deliver products within seven (7) calendar days after receipt of a Purchase Order. If the Vendor cannot meet this timeframe, the Vendor shall notify the City’s contact listed on the

Purchase Order.

2.4.4.1. If the Vendor is unable to deliver within this time frame, they shall contact the City’s contact immediately, but prior to the due date, and seek an extension of delivery time.

Failure to comply with the delivery terms may be legal grounds for canceling an order(s), or the entire Agreement in accordance with the Termination Clause shown elsewhere in the solicitation.

2.4.5. 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 a new or amended purchase order before shipping the item(s). If written approval is not received, the City shall not be liable for any costs.

2.4.6. The Vendor shall not deliver products on City-observed holidays.

2.4.6.1. City observed holidays include:

2.4.6.1.1. New Year’s Day

2.4.6.1.2. Martin Luther King Jr. Day

2.4.6.1.3. Memorial Day

2.4.6.1.4. Juneteenth

2.4.6.1.5. July 4th

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2.4.6.1.6. Labor Day

2.4.6.1.7. Thanksgiving Thursday and the following

Friday

2.4.6.1.8. Christmas Day

2.5. WARRANTY

2.5.1. Bidder must extend any manufacturer’s warranty to the City.

2.5.2. Any defective or non-conforming products shall be remedied by the

Vendor at no expense to the City.

2.5.3. In the case that the Vendor fails to remedy any failure, defect, or damage within reasonable time after receipt of notice, the City shall have the right to replace, repair or otherwise remedy the failure, defect or damage at the expense of the Vendor.

2.5.3.1. A reasonable time shall be defined as the time frame agreed upon by Vendor and the department staff and shall be documented in writing and signed by both parties.

3. PRICE ADJUSTMENTS

3.1. The Vendor may request a Price Adjustment based on Price Adjustment

Verification up to semi-annually (twice per year). Price Adjustment means an unplanned or unanticipated change, upward or downward, from the established contract price that is supported by demonstrated Price

Adjustment Justification. A request for a Price Adjustment must be initiated by the Vendor. Price Adjustments shall not be allowed more frequently than once per period (in this case, per half year). It is within the sole discretion of the City to determine whether an adjustment is necessary and/or acceptable.

3.2. For purposes of this Agreement, Price Adjustment Justification shall be the current Producer Price Index (PPI) at the time the request is submitted.

Price increases shall not exceed the current PPI rate of the original contract rate price.

3.3. Semi-annually means the City’s Fiscal year in two halves, being each of the six (6) month periods, the first of which begins October 1.

3.3.1. First half: October 1 – March 31;

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3.3.2. Second half: April 1 – September 30.

3.4. The Vendor must submit its Price Adjustment request, in writing, at least thirty (30) days before the effective period (1st day of a new half). The

Vendor must provide all Price Adjustment Justification, as defined above, at the time of its request for a Price Adjustment.

3.4.1. If the City concludes that the rate increase being requested is unacceptable, the City reserves the right to adjust the rate request or to 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.

3.5. Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in extensions or totals, the unit prices offered will govern.

3.6. Upon expiration of the Agreement term, the successful proposer 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.

3.7. 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.

4. BRAND OR EQUAL

4.1. Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s). If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

4.2. Bidders shall submit proposal, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall explain the

RFQt Ref. #: 26-0288 Doc. Ref#: RFQt-03 Page 6 of 8 reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

4.3. The Senior Purchasing Manager or designee will evaluate “equal” products on the basis of information furnished by the bidder or identified in the bid and reasonably available to the Senior Purchasing Manager. The

Senior Purchasing Manager or designee is not responsible for locating or obtaining any information not identified in the offer.

4.4. Unless the bidder clearly indicates in its bid that the product being offered is an “equal” product, the bidder shall provide the brand name product referenced in the bid.

4.5. The City shall have the sole right to determine equal products.

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.

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

RFQt Ref. #: 26-0288 Doc. Ref#: RFQt-03 Page 7 of 8 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. 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.

8. 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

9. INVOICES AND PAYMENTS

9.1. 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

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

https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register

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

supplierinvoices@fortworthtexas.gov

9.3.1. 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)

9.3.2. 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

10. QUOTE SUBMISSION INSTRUCTIONS

10.1. 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.

10.2. Bidder shall submit the following items:

10.2.1. Completed RFQt-01 Forms

10.2.2. Completed Bid Table (BT-05SW)

10.2.3. Small Business Enterprise Certificate, if applicable.

mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov