6-ITB-06-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATION

ITB Ref. #: 25-0209 Doc. Ref#: ITB-06 Page 1 of 5 ITB Title: Moving & Disposal of Gaming Machines

1.0 INTENT

1.1 The services will be used for relocating seized gaming machines away from the site of an offense to police storage, and a later time, to remove them to a site to be dismantled and disposed of.

2.0 SCOPE

2.1 The City of Fort Worth (City) seeks bids to finalize an agreement for the moving and disposal of seized gaming machines for the Police Department on an “as needed” basis. Prospective responding bidders should ensure they review all attachments for complete responses and understanding of the agreements the City intends to award from this solicitation. The successful bidder(s), known hereafter as “Contractor,” “Vendor” or “Supplier.”

2.1.1 The Police Department anticipates an estimated 160 to 180 gaming machines will need to be seized and disposed of annually.

2.1.1.1 Quantities are estimates only and not a guarantee of amount of work to be ordered under the agreement(s).

3.0 MOVING SERVICES ONLY (Removal/Relocation to Police Storage)

3.1 Vendor shall have and maintain proper permitting, licenses, and authorization for the transport of metal components and any associated hazardous materials.

3.2 Vendor shall provide properly equipped, efficient, and reliable service outfitted with all the means necessary (transportation, labor, and equipment) to remove seized gaming machines of variable sizes and weights, sometimes in excess of 280 lbs. per machine, from an offense location in the City of Fort Worth to a pre-approved City storage facility.

3.2.1 Current storage area is located at Alliance Airport, 2221 Alliance Blvd. Fort Worth, TX 76177.

3.3 Some offense locations will have a great number of machines, and one truck may not be sufficient. All attempts will be made to properly relay this information by the enforcement team prior to deployment.

However, it is preferable that no additional cost be levied on the City

ITB Ref. #: 25-0209 Doc. Ref#: ITB-06 Page 2 of 5 for additional trucks or equipment and that a fixed rate be established per service callout covering all unforeseen complications related to resource utilization.

3.4 Vendor shall be available without exception once a 48-hour notice is provided to organize a service callout. Reliable service is a necessity in order for the enforcement team to serve warrants in a timely manner and for them to maintain compliance with state law.

4.0 DISPOSAL SERVICES ONLY (Pickup/Transport to Disposal

Site/Disposal)

4.1 Vendor shall have and maintain all proper permitting, licenses, and authorization to dispose of any hazardous materials associated with gaming machines. Vendor must adhere to

4.2 Vendor shall ensure complete destruction of the machine and its components. Parts are not to be refurbished, resold, or in any way repurposed.

4.3 Vendors are prohibited from recycling metallic parts for commission or extra compensation.

4.4 Vendor shall provide pickup and transportation services from the Police Department Storage facility to the site if necessary to complete the disposal process.

4.5 Pick Up will be scheduled with the Police Department’s designated personnel for a mutually agreed upon date and time.

4.6 Vendor shall provide labor and any necessary equipment at a fixed rate per seized gaming machine, stipulated in the contract, with no hidden or additional cost.

5.0 MOVING AND DISPOSAL SERVICES COMBINED

5.1 Moving from Offense Site to Police Storage

5.1.1 Vendor shall have and maintain proper permitting, licenses, and authorization for the transport of metal components and any associated hazardous materials.

ITB Ref. #: 25-0209 Doc. Ref#: ITB-06 Page 3 of 5

5.1.2 Vendor shall provide properly equipped, efficient, and reliable service outfitted with all the means necessary (transportation, labor, and equipment) to remove seized gaming machines of variable sizes and weights, sometimes in excess of 280 lbs. per machine, from an offense location in the City of Fort Worth to a pre-approved City storage facility.

5.1.3 Some offense locations will have a great number of machines and one truck may not be sufficient. All attempts will be made to properly relay this information by the enforcement team prior to deployment. However, it is preferable that no additional cost be levied on the City for additional trucks or equipment and that a fixed rate be established per service callout covering all unforeseen complications related to resource utilization.

5.1.4 Vendor shall be available without exception once a 48-hour notice is provided to organize a service callout. Reliable service is a necessity in order for the enforcement team to serve warrants in a timely manner and for them to maintain compliance with state law.

5.2 Pick Up and Disposal

5.2.1 Vendor shall have and maintain proper permitting, licenses, and authorization to transport and dispose of metal components and any associated hazardous materials.

5.2.2 Vendor shall ensure complete destruction of the machine and its components. Parts are not to be refurbished, resold, or in any way repurposed. Recycling and sale of scrap material is allowed.

5.2.3 Vendor shall provide pickup and transportation services for seized gaming machines from the point of seizure to the Police Department storage facility. And again, from the storage to the site of disposal.

5.2.4 Pick Up will be scheduled with Police department designated personnel for a mutually agreed upon date and time.

ITB Ref. #: 25-0209 Doc. Ref#: ITB-06 Page 4 of 5

5.2.5 Vendor shall provide labor and any necessary equipment at a fixed rate per seized gaming machine, stipulated in the contract, with no hidden or additional cost, other than the allowed fuel surcharge (refer to Bid Table BT-05CK).

6.0 ENVIRONMENTAL AND LEGAL COMPLIANCE

6.1 Vendor shall maintain records of all disposal activities and certify that all materials were disposed of in accordance with local, state, and federal laws. Certification must be submitted quarterly.

6.2 Vendor shall provide quarterly documentation proving proper environmental disposal of hazardous materials (e.g., CRT monitors, batteries, etc.) according to Texas Commission on Environmental Quality (TCEQ) and Environmental Protection Agency (EPA) guidelines, and any other applicable State, County, and Fort Worth requirements.

6.3 Vendor shall submit an annual environmental compliance report detailing disposal methods.

6.4 Chain of Custody

6.4.1 Vendor shall ensure chain-of-custody documentation

accompanies each machine from seizure site to storage facility, and from storage site to disposal facility. Logs must include date, time, location, and signatures from vendor and designated law enforcement personnel.

7.0 BID TABLE

7.1 Bid Table BT-05CK is divided into 3 sections or “baskets”.

7.2 All bidders should complete Basket #1, Fuel Surcharge.

7.3 Bidders bidding only Moving, Seizure Site to Police Storage should also complete Basket #2.

7.4 Bidder bidding only Pickup, Transport to Disposal Site, and Disposal of Gaming Machines should also complete Basket #3.

7.5 Bidders bidding Moving and Disposal should complete all baskets, #1, #2, and #3.

ITB Ref. #: 25-0209 Doc. Ref#: ITB-06 Page 5 of 5