CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0153 Doc. Ref#: RFP-02 Page 1 of 12

RFP Title: Video Games and Related Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is seeking proposals from qualified firms to provide video games and related services such as labeling and cataloging on an as-needed basis for the Library and Park and Recreation Departments.

2.0 BACKGROUND

The Fort Worth Library provides a variety of services and community engagement opportunities to the City, one of which is providing popular and newly released video games for checkout across twenty City locations. The Library is seeking to procure current and upcoming video games for all Library locations in multiple formats.

The Library is currently using Polaris 7.7 with plans to upgrade to version 8.1 later this year. Upgrades will continue to be implemented in accordance with the release schedule established by the Integrated Library System (ILS) Vendor.

3.0 MINIMUM QUALIFICATIONS

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

3.1 Proposer must have a minimum of two (2) years’ experience in the business of providing games and media to library and/or municipal markets.

3.2 Proposer must have a valid and active System for Award Management (SAM) registration.

4.0 SCOPE OF SERVICES

4.1 SPECIFICATIONS

4.1.1 Proposer must have the ability to provide video games in multiple formats (physical discs or cartridges) and ratings (E through M).

4.1.2 Proposer must be able to provide games from a variety of major developers/publishers (e.g. Square Enix, Bethesda, Ubisoft, Electronic Arts, 343 Industries, Acquire, Arc System Works). The City is particularly interested working with a Vendor who can supply a wide range of games.

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4.1.3 The current console formats carried by the City are PlayStation 4, PlayStation 5, Xbox One, Xbox X, Nintendo Switch, and Nintendo Switch 2.

4.1.3.1 The City reserves the right to add new formats or consoles to the Agreement as needed; requests for new formats will be made in writing and done with the approval of both parties.

4.1.4 For labeling services, the Vendor shall apply labels and tags for cataloging, tracking, and security. Please note on RFP-04 Authorized Signature and Questionnaire #23.0 what your firm’s labeling entails.

Examples include spine labels, labeling the disc/game cartridge, adding bar codes for scanning in and out of locations, Radio Frequency Identification (RFID) tags, and any protective layers over said labeling.

4.1.5 For cataloging, the following Polaris collections will apply:

4.1.5.1 Children’s video games – jvg

4.1.5.2 Teen video games – yavg

4.1.5.3 Video games - vg

4.1.6 Ordering needs will vary depending on a game’s age, popularity, and target demographic. Estimates for these needs are outlined below:

4.1.6.1 For new and recent releases, orders will generally contain five to fifteen (5-15) copies.

4.1.6.2 For titles with low demand or popularity, orders will generally contain two to four (2-4) copies.

4.1.6.3 For older titles already in the system and in circulation with the Library, orders will generally contain one to nine (1-9) copies.

4.1.7 For new release titles, Vendor shall accept orders at least 90 days (3 months) in advance.

4.1.8 Products that are not yet released shall include a street release date on any packing slips or invoices; the City will not be held responsible for

RFP Ref. #: 26-0153 Doc. Ref#: RFP-02 Page 3 of 12 putting material out before street release date if that information is not included in the documentation.

4.1.9 The Library will cancel any order not filled within 60 days of the date of order receipt, or 60 days after the street release date for titles ordered pre-release date.

4.1.10 Vendor must be able to accept orders in one or more of the following formats:

4.1.10.1 Electronic Data Interchange (EDI)

4.1.10.2 Direct ordering through the vendor’s database/website.

4.1.10.2.1 Orders through the vendor’s database/ website

must still obtain payment via invoice and purchase order, not by credit card.

4.1.11 All products sold to the City will utilize normal retail packaging, not exclusive or special edition formats (e.g. metal cases, box sets).

4.2 SERVICE REQUIREMENTS

4.2.1 Vendor will be able to ship from stock 85% of orders outside of upcoming release orders that are not yet on hand.

4.2.2 Orders will ship within 15 working days from the date of receipt of the order, including processing time from time of order or release date, whichever is later.

4.2.3 Vendor will report on the status of items not available for shipment within 15 working days from the date of the order (prior to the shipping deadline in Sec. 4.2.2).

4.2.4 Vendor shall accept the return of any products that are damaged or defective due to manufacturer error or shipping damages.

4.2.5 Vendor shall replace and/or reprocess any product containing errors, flaws, or otherwise unacceptable services (e.g. mislabeled, unscannable barcodes) at no cost to the City.

4.2.6 Vendor shall assign a designated account manager as the primary point of contact for the City. The Representative shall be responsible for:

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4.2.6.1 Ensuring delivery of any reprocessed products

4.2.6.2 Providing a status report on any claims made by the City within three (3) business days, even if the claim has not yet been resolved.

4.2.6.3 Handling all communication and inquiries by Library

employees.

4.2.7 Vendor and key City personnel will attend a virtual kickoff meeting after contract execution to ensure accurate understanding of the agreement details by all parties.

4.3 DATABASE REQUESTS

4.3.1 The Vendor shall provide access to the firm’s website or database (“database”); the City will need approximately ten (10) user accounts.

4.3.2 Online pre-publication announcement lists of upcoming popular releases.

4.3.3 For EDI ordering, preference will be given to systems that can assign ordering grids.

4.3.3.1 The grids shall be able to handle multiple libraries with multiple fund and collection codes. These brief Machine Readable Cataloging (MARC) records shall be provided to the City without additional cost.

4.3.4 Tiered access levels for accounts, with examples of levels below:

4.3.4.1 Limited to creating a cart or list, not authorized to place orders.

4.3.4.2 Ordering access for one location code.

4.3.4.3 Master level access, ordering or processing for all location codes.

4.3.5 Access to current in-stock inventory to aid ordering decisions.

4.3.6 Database training (e.g. webinars, videos, guides) available as needed.

Training will be at no additional cost to the City.

4.3.7 Ability to export brief order records for downloading into the City’s Integrated Library System (ILS). Records would include details such

RFP Ref. #: 26-0153 Doc. Ref#: RFP-02 Page 5 of 12 as game title, publisher, date of release, and game studio.

4.3.8 Ability to run reports on carts, orders, and invoices.

4.4 INVOICING

4.4.1 Products (games) and services (labeling, cataloging) shall be charged on separate invoices.

4.4.2 Service invoices shall include the titles, quantities, and format (console) of the games processed.

4.4.3 If an invoice is incorrect, the vendor must issue a corrected invoice;

the City cannot make corrections to Vendor invoices.

4.4.4 Invoices will be itemized, and will include invoice number, company name, remittance address, account number, ship to address, invoice date, and payment terms. The Library’s purchase order number must be referenced somewhere on the invoice.

4.4.5 Each title being invoiced will include title, quantity ordered, list price, discounted price, and extended price.

4.4.6 The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address at:

supplierinvoices@fortworthtexas.gov

4.4.7 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).

4.4.8 Invoice copies must be sent to Library representatives for Departmental recording (emails provided after award).

4.4.9 The invoice email address is automated and not monitored, please do not send correspondence to this email. If the Vendor has any invoice questions, they must contact the ordering Department or Central Accounts Payable at 817-392-2451 or by email at:

Zz_FIN_AccountsPayable@fortworthtexas.gov

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4.5 DELIVERY

4.5.1 Products shall be primarily delivered to the Fort Worth Public Library

– Operations Center, Technical Services locations listed below and City Hall; the City reserves the right to add additional locations as needed throughout the life of the agreement.

4.5.1.1 FWPL – Operations Center – 8628 Camp Bowie West Blvd, Fort Worth, TX 76116

4.5.1.2 Fort Worth City Hall – 100 Fort Worth Trail, Fort Worth, TX 76102

4.5.2 Orders shall be delivered between 8:00 am to 5:00 pm, Monday through Friday, unless otherwise requested by the Department.

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

City observed holidays include:

4.5.3.1 New Year’s Day

4.5.3.2 Martin Luther King Jr. Day

4.5.3.3 Memorial Day

4.5.3.4 Juneteenth

4.5.3.5 July 4th

4.5.3.6 Labor Day

4.5.3.7 Thanksgiving Thursday and the following Friday

4.5.3.8 Christmas Day

4.5.4 Library deliveries shall be brought inside the Operations Center as directed by the on-site City personnel.

4.5.5 Orders shall be shipped and delivered together unless doing so will delay the shipment more than 5 working days.

4.6 PRICING

4.6.1 Total product cost will be determined by list/retail price minus discounts. It will not include any charges for processing.

4.6.2 Flat per/item cost for labeling - Vendor adds RFID, spine label, label on disc/cartridge, bar code, and any protective layer.

4.6.3 Cost shall include all shipping, handling, delivery, or other charges.

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4.6.4 Purchases are exempt from sales tax; exemption certificate will be provided to the awarded Vendor upon request.

4.6.5 Unit pricing may be adjusted during the renewal period to reflect increases or decreases in Vendor costs.

4.6.6 Adjustments must be submitted in writing at least 60 days prior to the effective (renewal) date.

5.0 SAM REGISTRATION

Due to the potential use of grant funding, all proposers are required to be actively registered with the System for Award Management (SAM) at https://sam.gov prior to award. Proof of active registration must be included with the proposal submission. Failure to be registered or provide verification may result in disqualification. Proposers that are suspended, debarred, or otherwise excluded from participation in Federal programs are not eligible for award under this solicitation.

6.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

7.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below:

7.1 Online services, database, and ordering – up to 15 points available

7.2 Cataloging and processing capabilities – up to 20 points available

7.3 Catalog availability, fulfilment, range of products – up to 20 points available

7.4 Cost – up to 15 points available

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7.5 Small Business Utilization Goal – up to 30 points available

7.5.1 Small Business participation points will be evaluated as below:

Percent of SB Utilization

Points Received

0-4% 0 5-9% 5

10-14% 10 15-19% 15 20-24% 20 25-29% 25

30% or more 30

8.0 PRICING STRUCTURE

8.1 All pricing will be submitted via Bid Table BT-46AK; pricing will not be present in any other documents.

8.2 The City will not pay separate delivery fees, truck fees, fuel surcharges or other added charges not listed on the Bid Table.

8.3 Unit pricing shall be all-inclusive. A bid of zero (0) will be interpreted by the City as a no-charge (free) item, and the City will not be expected to pay for that item.

8.4 Total product cost will be determined by list/retail price minus discounts.

It will not include any charges for processing.

8.5 Flat, per item cost for labeling – total cost of each item for all labeling and processing.

8.6 Products and services will be charged on separate invoices.

8.7 Purchases are exempt from sales tax; exemption certificate will be provided to the awarded Vendor upon request.

8.8 Unit pricing may be adjusted during the renewal period to reflect increases or decreases in Vendor costs.

8.9 Adjustments must be submitted in writing at least 60 days prior to the effective (renewal) date.

9.0 CONTRACT AWARD PROCESS

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9.1 The Purchasing Division will facilitate and manage the evaluation process.

9.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

9.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

9.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

9.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

9.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

9.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

10.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

10.1 PROPOSAL FORMAT REQUIREMENTS

10.1.1 Proposal format shall be in a font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins for the entire submitted proposal.

10.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

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10.1.3 Only the Bid Table (BT-57GH) shall refer to pricing.

10.2 RESPONSE FORMS

10.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

10.2.2 Completed and signed RFP-05-CFW Required Forms

10.2.3 Completed and signed RFP-06-Small Business Utilization Form

10.2.4 Completed and signed RFP-07-Deviations

10.2.5 Completed and signed RFP-08-Discount Calculator

10.2.6 Proof of active SAM registration

10.2.7 Signed Addendum(s)

10.2.8 Bid Table (BT-46AK)

10.2.9 Samples of Proposer’s standard:

10.2.9.1 Order status report

10.2.9.2 Cancellation report

10.2.9.3 Product invoice

10.2.9.4 Services/processing invoice

10.2.9.5 Packing slip (if applicable)

10.3 TECHNICAL RESPONSE

10.3.1 List of exceptions, substitution, clarifications, additions

10.3.1.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

10.3.1.2 If no exceptions are taken, select “No

Deviations/Exceptions” in “RFP-07-Deviations”.

10.3.1.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, RFP Ref. #: 26-0153 Doc. Ref#: RFP-02 Page 11 of 12 clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the Proposer is responding to and shall meet the City’s stated requirements.

10.3.1.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

10.3.1.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection.

However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

10.3.1.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

10.3.1.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

10.3.1.8 Begin responses to the major sections of the solicitation on a new page.

10.3.1.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

10.4 PRICING

10.4.1 Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

11.0 SMALL BUSINESS PROGRAM – The City of Fort Worth has established a

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30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid. Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

11.1 Small Business Utilization Form (RFP-06) detailing how the Small Business goal will be achieved.

11.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.