5-RFQt-05-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

RFQt Ref. #: 25-0239 Doc. Ref#: RFQt-05 Page 1 of 4 RFQt Title: Automated Weather Observation Station Equipment and Calibration Services

1.0 SCOPE

1.1 The City of Fort Worth seeks quotes to purchase specialized testing equipment and calibration for the Automated Weather Observation System (AWOS) for the Aviation Department on an as-needed basis.

The successful bidder, will be known hereafter as “Contractor” or “Vendor.”

2.0 VENDOR REQUIREMENTS

2.1 Vendor must have at least five (5) years of experience providing similar products and services.

2.2 Vendor must supply all supervision, staff, equipment, licenses, certifications, transportation, and supplies needed to perform the work.

2.3 Vendor must hold a current Certificate of Accreditation that meets International Organization for Standardization/ International Electrotechnical Commission (ISO/IEC) 17025:2017 and American National Standards Institute/National Conference of State Legislatures (ANSI/NCSL) Z540 standards in Calibration and Dimensional Measurement.

2.4 Vendor must provide a list of current employee or employer certifications showing they are qualified to perform calibration services upon request from The City of Fort Worth.

3.0 SPECIFICATIONS

3.1 Equipment to be Purchased and Calibrated Annually

3.1.1 Equipment may be refurbished or used, but must be a current production model from an established manufacturer.

3.1.1.1 Communication Analyzer Instrument Flight Research

Radio Spectrum (Comm Analyzer IFR1200S).

3.1.1.2 Voltage Standing Wave Ratio (VSWR) Thruline Bird

Meter (Watt meter) Model 43.

3.1.1.3 All associated cables and plugs for all equipment.

3.1.1.4 100–250 MHz 5-Watt element.

3.1.1.5 200–500 MHz 5-Watt element.

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3.2 Existing Equipment Inventory

3.2.1 Meriam M2000 Manometer.

3.2.2 Rotronic HygroPalm (HP)31 and Rotronic HP32 (temperature and humidity standard).

3.2.3 HygroClip (HC)2A-S3 temperature and humidity probe.

3.2.3.1 HC2A: HygroClip 2 series. This part of the model

number signifies that the probe utilizes Rotronic's HygroClip2 technology, which is known for high accuracy and stability. S3: Specific model.

3.3 Pre-Calibration Steps

3.3.1 Vendor shall coordinate with City staff by phone or email.

3.3.2 Technicians must have a cell phone to be reachable during business hours while in the field.

3.3.3 Vendor shall respond to City requests or issues within 48 hours.

3.3.4 Vendor shall provide an estimate within 48 hours of receiving a list of equipment for inspection or testing.

3.3.5 Handwritten estimates will not be accepted.

3.3.6 Estimates must be approved in writing (via email) by City staff before work begins.

3.3.6.1 Verbal approvals are not valid.

3.3.7 A purchase order number will be provided upon approval.

3.4 Calibration Requirements

3.4.1 All calibration work must meet Federal Aviation

Administration (FAA) standards.

3.4.2 Vendor shall schedule and perform services within five (5) business days of City approval, unless otherwise authorized in writing.

3.4.3 Vendor shall provide calibration certificates for all serviced equipment upon request from The City of Fort Worth.

4.0 ESTIMATES AND INVOICING

4.1 Final invoices must match the last approved estimate.

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4.2 Any revised estimates must be approved in writing before billing.

4.3 All estimates and invoices must match contract pricing, specifications, and standards.

4.4 Unit prices shall include all costs associated with the specified good/service, including but not limited to shipping, handling, delivery, fuel charges, fees, and certifications fees. No additional charges will be accepted or paid by the city.

5.0 BRAND NAME OR EQUAL

5.1 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.

5.2 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 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.

5.3 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.

5.4 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.

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

6.0 DELIVERY REQUIREMENTS

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6.1 Deliveries and calibration services will take place at Spinks Airport, 450 Alsbury Ct, Burleson, TX 76028

6.2 Deliveries must occur during normal business hours of 8:00 AM to

3:30 PM, Monday through Friday, unless otherwise notified by a designated City representative.

6.3 The Vendor shall perform any deliveries on City-observed holidays including:

6.3.1 New Year’s Day

6.3.2 Martin Luther King Jr. Day

6.3.3 Memorial Day

6.3.4 Juneteenth

6.3.5 July 4th

6.3.6 Labor Day

6.3.7 Thanksgiving Thursday and the following Friday

6.3.8 Christmas Day

7.0 WARRANTY

7.1 The equipment shall be warranted by the manufacturer against all defects due to faulty materials and workmanship, and comply with all conditions stated in this document.

7.2 The warranties shall not apply to damages due to vandalism, negligence, excessive operating conditions, accidents, or acts of God.

7.3 Warranties shall be effective for at least one year from the date of acceptance of the equipment by the City.

7.4 The City shall notify the Vendor, within 30 days after the discovery of any failure, defect, or damage.

7.5 The Vendor shall remedy at the Vendor's expense any non-

conforming or defective components or equipment.

7.6 If the Vendor fails to remedy any failure, defect or damage within 45 days of 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.