RFQt-03-Scope of Work_ HVAC Service and Supplies.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 27-0012 Doc. Ref#: RFQt-03 Page 1 of 10 RFQt Title: HVAC Services and Supplies

1.0 INTRODUCTION

The City of Fort Worth (City) seeks to establish an annual agreement with qualified vendors for the purchase and delivery of heating, ventilation, and air conditioning (HVAC) equipment, original equipment manufacturer (OEM) replacement parts, components, accessories, consumable supplies, and related incidental services as startup, commissioning, and functional testing of newly installed HVAC equipment 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 SCOPE OF WORK

2.1 Vendor will provide new, unused, current production products that meet or exceed original manufacturer specifications or approved equivalent, unless otherwise specified by the City.

2.2 All services performed under this agreement will be scheduled and completed in a manner that minimizes disruption to normal City facility operations. The vendor will coordinate service activities with the City’s designated representative prior to performing work.

2.3 When requested by the City, the Vendor will provide troubleshooting, diagnostic assistance, startup, commissioning, functional testing, technical support, and manufacturer warranty support for HVAC equipment furnished under this contract.

2.4 The Vendor will provide the City with access to an online parts catalog and ordering platform. If available, mobile application access will be provided for multiple authorized City users to facilitate product identification, product availability, product pricing, and order tracking.

2.5 The Vendor should maintain sufficient inventory or distribution capabilities to provide requested HVAC equipment, OEM replacement parts, and related supplies in a timely manner.

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2.6 The Vendor will be authorized by the manufacturer to sell and provide technical support items/services purchased under this agreement.

2.7 The Vendor will submit manufacturer authorization letters that include regions in which product may be sold or if manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, vendor will submit a written explanation that the company is the manufacturer of the product line(s) proposed.

2.8 The Vendor will submit copies of licenses from the Texas License and

Regulations with bid response. If a proposer will serve outside the State of Texas, a copy of the Vendor’s responding to this Proposal Invitation for installation and repair services will submit copy of their license from the Texas Department of License and Regulations. If a proposer serves outside the State of Texas, a copy of Proposer's license from the appropriate licensing agency for the state(s) the vendor proposes will be provided. Vendors that assert they are not required to maintain such a license for the proposed installation and repair services will submit a written explanation supporting their assertion.

2.9 Technical support may include, but is not limited to:

2.9.1 Remote Troubleshooting

2.9.1.1 Phone, video, or email assistance for on-site technicians diagnosing system error.

2.9.2 Diagnostic Guidance

2.9.2.1 Help interpret error codes, wiring diagrams, and system performance data.

2.9.3 Response Time Commitments

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2.9.3.1 The Vendor will respond to City requests for remote

technical support by telephone or email withing 2 hours of City’s request.

2.10 Labor and Onsite Technical Support

2.10.1 When requested by the City, the Vendor will provide on-site technical support and licensed HVAC labor in accordance with the applicable service hours and rates established under this agreement.

2.10.2 When on-site technical support is requested, the Vendor will provide an on-site technician withing twenty-four (24) hours of the City’s request, unless otherwise agreed upon by the City.

2.10.3 The vendor will have a minimum of three (3) years’ experience in the sale and distribution of HVAC equipment, parts, and supplies, and in providing HVAC repair and technical support services.

2.10.4 On-Site Technical Support – Regular Hours: Monday through Friday 7:00 am to 3:00 pm

2.10.5 Labor, Hourly Rate, Licensed HVAC Laborer, Monday through Friday 8:00 am to 5:00 pm

2.10.6 Labor, After-Hours Hourly Rate, Licensed HVAC Laborer, Monday through Friday 5:01 pm to 7:59 am

2.10.7 Labor, Holiday/Weekend Hourly Rate, Licensed HVAC Laborer, Weekends, City Observed Holidays

2.11 Delivery or Pickup

2.11.1 Materials may be picked up by authorized City personnel or delivered to a City’s designated delivery location at 5001 James Avenue, Fort Worth, Texas 76115, unless otherwise specified by the City designee at the time of order.

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2.11.2 If delivery is requested, deliveries will need to be made during the City’s normal business hours, 7:00 am to 3:00 pm, Monday through Friday.

2.11.3 The Vendor will coordinate all deliveries with City designated representative and provide estimated delivery dates and delivery windows prior to shipment.

2.11.4 If delivery requires specialized unloading equipment or other special delivery arrangements, the Vendor will notify the City a minimum of two (2) business days prior to delivery to allow the City adequate time to coordinate receiving operations.

2.11.5 City observed holidays:

2.11.6 New Year’s Day

2.11.7 Martin Luther King Jr. Day

2.11.8 Memorial Day

2.11.9 Juneteenth

2.11.10 July 4th

2.11.11 Labor Day

2.11.12 Thanksgiving Thursday and the following Friday

2.11.13 Christmas Day

2.12 HVAC Equipment and Supplies

2.12.1 The vendor will furnish HVAC equipment, OEM replacement parts, components, accessories, and related HVAC products, including, but are not limited to:

2.12.1.1 Air handlers

2.12.1.2 Air conditioning units

2.12.1.3 Chillers

2.12.1.4 Rooftop/package units

2.12.1.5 Ductless equipment

2.12.1.6 Heat pumps

2.12.1.7 Ducting/Air sealants

2.12.1.8 Evaporator coils

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2.12.1.9 Compressors

2.12.1.10 Motors

2.12.1.11 Capacitors

2.12.1.12 Contactor

2.12.1.13 Relays

2.12.1.14 Transformers

2.12.1.15 Circuit boards

2.12.1.16 Controllers

2.12.1.17 Thermostats

2.12.1.18 Sensors

2.12.1.19 Actuators

2.12.1.20 Fan blades

2.12.1.21 Blowers

2.12.1.22 Heat exchangers

2.12.1.23 Expansion valves

2.12.1.24 Filter driers

2.12.1.25 Refrigerants

2.12.1.26 Refrigeration oils

2.12.1.27 Condensate pumps

2.12.1.28 Economizers

2.12.1.29 Heater kits

2.12.1.30 Hail guards

2.12.1.31 Miscellaneous OEM replacement parts, accessories, and trade specific tools

2.12.2 The City operates HVAC equipment and systems from multiple manufacturers. Manufacturers currently represented within the City’s HVAC equipment inventory include, but are not limited to, the following:

2.12.2.1 Carrier

2.12.2.2 Lennox

2.12.2.3 Trane

2.12.2.4 Temptrol

2.12.2.5 Johnson Controls International/York

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2.12.2.6 LG

2.12.2.7 Toshiba

2.12.2.8 Greenheck

2.12.3 The Vendor will be capable of furnishing OEM replacement parts, equipment, accessories, service tools, and related HVAC supplies compatible with the City’s existing HVAC systems.

2.13 HVAC Service Tools and Equipment

2.13.1 HVAC service tools, including but not limited to:

2.13.2 Refrigerant gauges

2.13.3 Vacuum pumps

2.13.4 Meters

2.13.5 Refrigerant recovery tools

2.14 Sell Back

2.14.1 Refrigerant recovery cylinder exchange and refrigerant reclamation or buy-back services, when available and requested by the City.

2.14.2 The Vendor will accept recovered refrigerant that has been removed from HVAC equipment by City personnel and contained in an approved recovery cylinder. Recovered refrigerant may include refrigerant that is no longer suitable for reuse due to contamination or equipment repair requirements.

2.14.3 The Vendor will provide recovery cylinder exchange and properly reclaim, recycle, or dispose of recovered refrigerant in accordance with applicable federal, state, and local requirements.

2.14.4 Refrigerant buy-back will be priced based on the weight of refrigerant accepted by the Vendor. The Vendor will provide documentation identifying the weight and applicable buy-back amount.

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2.14.5 Refrigerants may include, but are not limited to, the following:

2.14.5.1 R-22

2.14.5.2 R-410A

2.14.5.3 R-454B

2.14.5.4 R-32

3.0 AGREEMENT TERM

3.1 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.

4.0 METHOD OF AWARD

4.1 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.

4.1.1 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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4.1.2 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.

4.2 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.

4.3 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.

4.4 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.

5.0 PRICE ADJUSTMENTS

5.1 Vendors that require that unit prices be adjusted for increases or decreases in

Vendor’s cost during the contract period shall use the procedure listed below.

Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

5.1.1 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 rice adjustment request and updated pricing per line item.

5.1.2 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.

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

5.1.4 Upon expiration of the contract term, the successful Vendor agrees to hold over under the same terms and conditions of the contract for a reasonable period of time to allow the city to re-solicitate an agreement, not to exceed ninety (90) days.

5.1.5 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.

6.0 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.

7.0 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

8.0 INVOICES AND PAYMENTS

8.1 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

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

8.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized

Accounts Payable department invoice email address:

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

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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

9.0 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.

9.1 Bidder shall submit the following items:

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table

9.1.3 Complete Small Business Utilization Form

9.1.4 Small Business Enterprise Certificate, if applicable.

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