CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

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1.0 INTRODUCTION

The City of Fort Worth (“City”) is requesting quotes from qualified bidders for the maintenance, repair services, authorized warranty repairs, inspections, and optional replacement equipment on as needed basis for the Property Management Department fleet automotive service center locations. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

Vendors are not required to bid on every line item. Vendors should only bid on and service the specific equipment they are fully qualified and equipped to repair and inspect.

2.0 SCOPE OF WORK

2.1 Fleet automotive shop equipment includes A/C machines, air powered shop tools, air compressors, regulators, and compressed air distribution system, truck-mounted air compressors, cooling equipment, fluid distribution & evacuation equipment, reel & hose assemblies, suspension alignment machines, tire changers, vehicle lifts, and wheel balancers.

2.2 Brands and equivalent offerings of fleet automotive shop equipment include, but are not limited to, Champion, Graco, Hunter, Mohawk, Portacool, Robinair, Rotary Lift, and Stertil-Koni.

2.3 Warrantied equipment includes, but is not limited to, Champion air compressors, Hunter tire changers, Hunter suspension alignment machines (including 4-post vehicle lifts), Hunter wheel balancers, Mohawk 2-post vehicle lifts, and Rotary Lift 2-post vehicle lifts.

2.4 Section SERVICE REQUESTS and all subparts outline the

required service requests and work process that all awarded vendors must follow throughout the contract.

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2.5 MANDATORY REQUIREMENTS

2.5.1 Vendor(s) must have a minimum of one year of experience in the industry.

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

2.5.3 Vendor must have a minimum of two people on staff to provide services to the City.

2.5.4 If bidding on Vehicle Lift Maintenance, Repair, and

Inspections:

2.5.4.1 Vendor must provide a copy of qualification under

ANSI/ALI ALOIM (American National Standards Institute / Automotive Lift Institute — Automotive Lift Operation, Inspection and Maintenance) standards to perform vehicle lift maintenance, repair, and inspection.

2.5.5 If bidding on Authorized Warranty Repairs:

2.5.5.1 Vendor must provide supporting documentation of

certification as an Authorized Dealer to be considered for Authorized Warranty Repairs.

2.6 TIME AND LOCATIONS

2.6.1 Vendor shall perform all work between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding City holidays.

2.6.1.1 Observed City holidays: New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (Thurs and Fri), and Christmas Day.

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2.6.2 City’s Service Center Locations:

SERVICE CENTER LOCATION HOURS

JAMES AVE SERVICE

CENTER

5021 James Ave.

Fort Worth, TX 76115

Monday through Friday 7:00 am – 4:00 pm

NORTH SERVICE

CENTER

317 Hillshire Dr.

Fort Worth, TX 76052

Monday through Friday 7:00 am – 4:00 pm

WATER SERVICE

CENTER

2222 W. Daggett Ave.

Fort Worth, TX 76104

Monday through Friday 7:00 am – 4:00 pm

EMS WEST SERVICE

CENTER

2900 Alta Mere Dr.

Fort Worth, TX 76116

Monday through Friday 7:00 am – 4:00 pm

2.6.3 City reserves the right to add or remove locations during the life of the contract. City will notify Vendor upon addition or removal of locations.

2.7 MAINTENANCE AND REPAIRS

2.7.1 Vendor shall perform preventative and remedial maintenance and repairs as needed on A/C machines, air powered shop tools, compressors, regulators, and compressed air distribution system, cooling equipment, fluid distribution & evacuation equipment, reel and hose assemblies, suspension alignment machines, tire changers, vehicle lifts, and wheel balancers according to manufacturer requirements and/or as directed by the Fleet Service Center Supervisor or designee.

2.7.2 Vendor shall provide labor, tools, parts, and equipment necessary to perform maintenance and repairs on site.

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2.7.3 Vendor shall provide a minimum one (1) year warranty against defects of materials, services, and workmanship.

2.7.4 Vendor shall provide priority service to the City of Fort Worth at no additional charge and complete all authorized work promptly to minimize equipment downtime.

2.7.5 If it is determined that further repairs will be needed, a revised estimate must first be prepared by the Vendor for the additional work and emailed to Fleet Service Center Supervisor or designee. Revised estimates must then be approved by Fleet Service Center Supervisor or designee in writing prior to a revised City Purchase Order (PO) can be issued. Work will not be performed until Vendor receives revised PO number.

2.7.6 If the Vendor cannot complete a repair because the equipment has reached its end of life, is no longer supported by the manufacturer, or parts are unavailable, the Vendor must immediately notify the Fleet Service Center Supervisor or designee.

2.8 INSPECTIONS OF AIR COMPRESSORS

2.8.1 Vendor shall conduct inspections and prepare Inspection Reports for air compressors as scheduled or directed by the Fleet Service Center Supervisor or designee.

2.8.1.1 Verifying proper compressor operation and pressure

output within manufacturer specifications.

2.8.1.2 Inspecting belts, hoses, fittings, and safety relief valves for wear, leaks, or damage.

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2.8.1.3 Checking oil levels, filters, and lubrication systems (if applicable) and replacing components as needed.

2.8.1.4 Draining moisture from tanks and verifying tank integrity and safety compliance.

2.8.1.5 Ensuring all control switches, gauges, and indicators function correctly.

2.8.1.6 Documenting inspection findings and any corrective

actions taken.

2.8.2 Vendor must troubleshoot any problems that occur and make adjustments as needed in accordance with each manufacturer’s specifications to ensure peak performance.

2.8.3 Vendor shall notify Fleet Service Center Supervisor or designee at least 24 hours prior to arrival for scheduled inspections.

2.8.4 Vendor shall contact the Fleet Service Center Supervisor or designee when arriving on site at the scheduled time and service location. Vendor will be escorted to the equipment in need of requested service.

2.8.5 Vendor must place a permanent, tamper-evident safety sticker on every air compressor that passes inspection. The sticker must clearly show:

• A unique serial number that matches the written Inspection Report.

• The exact date of the current inspection.

• The month and year when the next inspection is due.

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2.8.6 Vendor shall provide Fleet Service Center Supervisor or designee with a written Inspection Report in an approved electronic format within five (5) business days following each inspection service visit.

2.9 INSPECTIONS OF VEHICLE LIFTS

2.9.1 Vendor shall conduct annual inspections and prepare Inspection Reports for vehicle lift stations as scheduled or directed by the Fleet Service Center Supervisor or designee.

2.9.2 Vendor must be qualified under ANSI/ALI ALOIM standards to perform vehicle lift inspections, maintenance, and repairs.

2.9.3 Vendor shall perform and complete all inspection service activities for each Vehicle Lift as scheduled and in accordance with ANSI/ALI ALOIM standards.

2.9.4 Vendor shall notify Fleet Service Center Supervisor or designee at least 24 hours prior to arrival for scheduled inspections.

2.9.5 Vendor shall contact the Fleet Service Center Supervisor or designee when arriving on site at the scheduled time and service location. Vendor will be escorted to the equipment in need of requested service.

2.9.6 Vendor must troubleshoot any problems that occur and make adjustments as needed in accordance with each manufacturer’s specifications to ensure peak performance.

2.9.7 Vendor must place a permanent, tamper-evident safety sticker on every automotive lift that passes inspection. This sticker must feature the Automotive Lift Institute (ALI) design. The sticker must clearly show:

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• A unique serial number that matches the written Inspection

Report.

• The inspector’s individual four-digit identification (ID) number.

• The exact date of the current inspection.

• The month and year when the next inspection is due.

2.9.8 Vendor shall provide Fleet Service Center Supervisor or designee with a written Inspection Report in an approved electronic format within five (5) business days following each Inspection service visit.

2.10 INSPECTION REPORTS

2.10.1 Within five (5) days of inspection, Vendor shall provide a written Inspection Report to the Fleet Service Center Supervisor or designee.

2.10.2 Reports must consist of:

• Date when work was performed;

• Name of person performing the maintenance, repairs, and inspection;

• Service Center Location;

• Location of equipment; (ex. Bay 1)

• Equipment unit number, type, brand, model, or other identifying information;

• Type of service performed (ex. Maintenance, repair, inspection);

• Itemized list and quantities of parts and materials used;

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• Inspection result, if applicable (ex. Pass/fail, repairs needed);

• Inspection sticker number.

2.10.3 Vendor shall keep a cumulative maintenance, repair, and inspection history log for each automotive lift for the duration of the contract.

2.11 SEASONAL PERFORMANCE CHECKS

2.11.1 Vendor shall perform Seasonal Performance Checks for

automotive shop equipment as scheduled or directed by the Fleet Service Center Supervisor or designee.

2.11.2 If it is determined that repairs will be needed, a revised estimate must first be prepared by the Vendor for the additional work and emailed to Fleet Service Center Supervisor or designee.

Revised estimates must then be approved by Fleet Service Center Supervisor or designee in writing prior to a revised City PO can be issued. Work will not be performed until Vendor receives revised PO number.

2.11.3 If the Vendor cannot complete a repair because the equipment has reached its end of life, is no longer supported by the manufacturer, or parts are unavailable, the Vendor must immediately notify the Fleet Service Center Supervisor or designee.

2.12 AUTHORIZED WARRANTY REPAIR

2.12.1 Authorized-dealer status is not a requirement for bidding or award. However, only authorized vendors will be assigned warranty repair tasks, while all awarded vendors may perform non-warranty services under this contract.

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2.12.2 Qualified Authorized Dealer vendors shall perform authorized warranty maintenance and repairs on eligible equipment.

2.12.3 Equipment listed below is expected to be serviced or

repaired throughout term of agreement.

• Air compressors and related equipment

• Fluid distribution & evacuation equipment

• Suspension alignment machines, tire changers, wheel balancers, vehicle lifts, and related equipment

• Vehicle lifts and related equipment

• Cooling equipment

• A/C machines, automotive refrigerant recovery, recycling, and recharging equipment

• Vehicle lifts and related hydraulic equipment

• Mobile vehicle lifts and related equipment

2.13 REPLACEMENT EQUIPMENT

2.13.1 Supplying replacement equipment is not a requirement for bidding or award.

2.13.2 Replacement equipment pricing shall be calculated as a fixed percentage discount off the manufacturer’s Suggested Retail Price (MSRP). Bidders must provide verifiable catalog links or print sheets upon request.

2.13.3 Vendor shall warrant all replacement equipment and parts from defects in materials and workmanship for a period of 12 months after installation. During the warranty period, repairs, maintenance, or replacement shall be performed at no cost to the City.

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2.13.4 During the term of this Contract, the City anticipates that certain vehicle shop equipment, including but not limited to A/C machines, air powered shop tools, air compressors, regulators, and compressed air distribution system, truck-mounted air compressors, cooling equipment, fluid distribution & evacuation equipment, reel & hose assemblies, suspension alignment machines, tire changers, vehicle lifts, and wheel balancers, will reach the end of its economic or operational life.

2.13.5 Vendors shall provide turnkey replacement services for such equipment upon written authorization from the Fleet Service Center Supervisor or designee. Turnkey services shall strictly include:

• Site verification;

• Decommissioning and safe disassembly of the existing unit;

• Environmentally compliant disposal or recycling of the old unit, with certified disposal receipts provided to the City upon request;

• Delivery, unboxing, and structural installation of the new equipment;

• Environmentally compliant disposal or recycling of all packing materials, crating, pallets, protective wrap, and other packaging associated with the new equipment;

• Final calibration, safety certification, and mandatory operator training for City staff.

2.13.6 At the City’s discretion, equipment shall be flagged for potential replacement rather than repair under the following conditions:

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2.13.6.1 If equipment fails annual or mandatory safety inspections

(e.g., ALI lift certifications) and cannot be repaired to meet current OSHA, ANSI, or manufacturer safety standards.

2.13.6.2 If the Original Equipment Manufacturer (OEM) no

longer manufactures or supports critical replacement components, rendering future repairs impossible.

2.13.7 When an end-of-life condition is met, the Vendor performing the inspection or repair must provide written justification for replacement and a written formal turnkey replacement quote to the Fleet Service Center Supervisors or designee within 48 hours.

2.13.8 City reserves the right of first refusal on all replacement equipment purchases. If the awarded vendors cannot meet required operational timelines, or if the City can procure identical replacement equipment at a lower cost through an active purchasing agreement, the City reserves the right to purchase the equipment externally.

2.13.9 In such events, the City may contract with the primary service vendor solely for the installation, calibration, and decommissioning labor at the standard Contract hourly rates.

2.14 FREIGHT

2.14.1 Freight Terms shall be FOB (Free On Board) Destination, Freight Prepaid and Allowed. The Vendor should quote its lowest and best price, with the goods delivered to the place specified, at the Vendor’s expense and risk, and their tender

RFQt Ref. #: 27-0013 Doc. Ref#: RFQt-03 Page 12 of 23 delivery to the City. Proposals offering any other delivery terms are not acceptable and such term may be cause for rejection.

2.15 SUBCONTRACTORS

2.15.1 Vendor may include subcontractors for any part of services offered. City reserves the right at its sole discretion to accept or reject any proposal that includes subcontractors. Upon award of a contract, City reserves the right to pre-approve use of any and all subcontractors.

2.16 SERVICE REQUESTS INTAKE

2.16.1 City shall contact Vendor with a request for services via email and provide a list of equipment for Maintenance & Repair, Inspection, and/or Seasonal Performance Check.

2.16.2 Vendor shall respond within 24 hours to schedule repairs at a mutually agreeable time but no later than seven (7) days from City request.

2.16.3 Vendor shall send confirmation and written cost estimates to the Fleet Service Center Supervisors or designee within 48 hours of receiving a list of equipment for maintenance or repair.

2.16.4 Vendor shall respond within 6 hours of receiving expedited requests.

2.16.5 Vendor shall identify the repair direction and shall email an estimate with specific details of the repairs needed regardless of warranty or non-warranty.

• Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.

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2.16.6 Before the start of any work, Vendor must:

• Provide written, itemized cost estimates to the City for repairs;

• Request written approvals from the City to authorize repairs;

• Obtain an assigned City PO number.

2.16.7 Vendor shall notify Fleet Service Center Supervisor or designee at least 24 hours prior to arrival for scheduled Inspections.

2.16.8 Vendor shall contact the Fleet Service Center Supervisor or designee when arriving on site at the scheduled time and service location. Vendor will be escorted to the equipment in need of requested service.

2.17 ESTIMATES

2.17.1 All estimates provided by the Vendor shall:

• Be in writing and sent via email to Fleet Service Center Supervisors or designee;

• Be quoted on a ‘time and materials’ basis;

• Adhere to the agreed upon contract rate(s).

2.17.2 Written estimate shall include the following information:

• Price/Cost of part(s) to be installed, part number, brief description of part, and state applicable discounts or markups;

• Applicable freight charges for parts with backup documentation;

• Number of labor hours and contract hourly labor rate;

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• Extended warranties, if optioned.

2.17.3 If it is determined that further repairs will be needed, a revised estimate must be prepared by the Vendor for the additional work and emailed to Fleet Service Center Supervisors or designee. Revised estimates must be approved and authorized by Fleet Service Center Supervisors or designee in writing prior to a revised City PO can be issued. Work will not be performed until Vendor receives revised PO number.

2.18 WRITTEN APPROVALS

2.18.1 City shall review the written estimate and provide written approval and/or request revisions. Estimates must be approved and authorized by City Fleet Service Center Supervisors or designee in writing prior to City assigning a PO number.

2.18.2 Revised estimates must be approved and authorized by Fleet Service Center Supervisors or designee in writing prior to a revised City PO can be issued. Work will not be performed until Vendor receives revised PO number.

2.19 PURCHASE ORDERS

2.19.1 The City shall issue a PO establishing the equipment number, location, schedule, and fee to be paid to the vendor for each service request to be completed by the vendor.

2.19.2 The vendor shall be required to perform the services in accordance with each PO issued by the City.

2.19.3 The City may issue an amended PO to address any changes in the work to be performed after a PO has been issued.

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2.20 SERVICE COMPLETION & CLOSEOUT

2.20.1 If it is determined that additional repairs will be needed, a revised estimate must first be prepared by the Vendor for the additional work and emailed to Fleet Service Center Supervisor or designee. Revised estimates must then be approved by Fleet Service Center Supervisor or designee in writing prior to a revised City PO can be issued. Work will not be performed until Vendor receives revised PO number.

2.20.2 If the Vendor cannot complete a repair because the equipment has reached its end of life, is no longer supported by the manufacturer, or parts are unavailable, the Vendor must immediately notify the Fleet Service Center Supervisor or designee.

2.20.3 When Maintenance & Repair, Inspection, and/or Seasonal Performance Checks are completed, the Vendor must notify the Fleet Service Center Supervisor or their designee to conduct a quality inspection. Vendor may not depart the Fleet Service Center until the work has been inspected and the area has been formally returned to service.

2.20.4 Vendor shall be responsible for the immediate clean-up of the work area and the removal of debris to broom clean status.

Cleaning of the work area shall be subject to the Fleet Service Center Supervisor or their designee’s quality inspection and approval.

2.20.5 If the Fleet Service Center Supervisor or designee quality inspection reveals deficiencies:

• Vendor must make corrections immediately, or

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• Vendor must schedule a return visit and complete all corrections within 24 hours.

2.20.6 Vendor shall provide Fleet Service Center Supervisor or designee with a written Inspection Report in an approved electronic format within five (5) business days following each Inspection service visit.

2.21 INVOICES

2.21.1 Original invoices submitted to the City for work performed cannot be greater than initial estimate provided unless approved by Fleet Service Center Supervisors or designee in writing.

2.21.2 Vendor shall email written invoices to PMD Invoice Team and Supplier Invoices Automated Invoice Management within five

(5) days of completing repair.

• Please include the following on the subject line of your e-mail: vendor name, invoice number, and PO number, separated by an underscore (ex:

Example, Inc._123456_FW021-0000001234).

• All invoices must be either a PDF or TIFF format.

• Invoices must be sent as an attachment (i.e. no invoice in the body of the email).

2.21.3 All invoices must include:

• Vendor Name and Address;

• Remit to Vendor Name and Address, if different;

• Applicable City Department business unit number

(i.e. FW021);

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• City of Fort Worth PO number (contains all preceding zeros);

• Equipment Serial Number;

• Equipment City’s Unit Number, if applicable;

• Number of hours, if applicable;

• City’s Work Order #;

• Invoice number;

• Invoice date.

2.21.4 If the final invoice needs to be updated for any reason (i.e.

charges, unit number, etc.) the date on the final invoice must be updated to match the date the revised invoice was submitted for processing.

2.22 INVOICE SUPPORTING DOCUMENTATION

2.22.1 Supporting Documentation for Labor line items must include, at a minimum:

• The total number of labor hours performed; and

• The contracted per-hour labor rate.

2.22.2 Supporting Documentation for Parts line items must include, at a minimum:

• Short and plain description of the part;

• The vendor part number;

• The vendor’s cost for the part; and

• Any markups or discounts given to the City.

2.22.3 Supporting Documentation for Freight charges must include, at a minimum:

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• The vendor’s cost for the freight; and

• Any markups or discounts given to the City.

2.22.4 Supporting Documentation for Subcontract charges must

include, at a minimum:

• The vendor’s cost for the subcontract work; and

• Any markups or discounts given to the City.

3.0 CITY RESPONSIBILITIES

3.1 City will review all estimates and invoices for accuracy and request corrections as needed to ensure estimates and invoices comply with contracted rates and document requirements listed in this Scope.

3.2 City will provide Vendor with the designated point of contact including name, email address, and phone number for each Service Center on-site supervisor in the Fleet Division as needed.

3.3 City will provide Vendor with written approval of estimate or revised estimate before issuing a Purchase Order.

3.4 City will provide Vendor with a Purchase Order, or revised Purchase Order, before any work, or additional work, is authorized to be performed.

3.5 City will ensure the Service Center equipment service areas are accessible and reasonably free of safety hazards.

3.6 City will inspect work performed to ensure compliance with the scope of work.

3.7 City will review all Inspection Reports to ensure compliance with contract requirements and will retain these documents for our records.

4.0 AGREEMENT TERM

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4.1 The initial term of this contract shall be four (4) years. Upon the expiration of the initial term, the agreement shall renew under the same terms and conditions for up to two (2) one-year renewal periods, based on the same terms, conditions, and pricing, 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.

5.0 METHOD OF AWARD

5.1 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.

5.1.1 A responsive bidder is defined to be one who submits a

completed proposal within the stated time deadline and in accordance with the specification.

5.1.2 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.

5.2 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.

5.3 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

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5.4 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.

6.0 PRICE ADJUSTMENTS

6.1 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.

6.2 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 price adjustment request and updated pricing per line item.

6.3 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.

6.4 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.

6.5 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.

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6.6 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.

7.0 PRICING STRUCTURE

7.1 All pricing will be submitted via Bid Table BT-56LW; pricing will not be present in any other documents.

7.2 Unit prices shall include all associated costs; the City will not pay for any additional charges not covered by the Bid Table.

8.0 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.

9.0 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

9.1 Small Business Utilization form V1 (RFQt-04) detailing how the Small

Business goal will be achieved, if applicable.

9.2 Current Small Business Certification issued by a certifying entity approved by the City Manager, if applicable.

10.0 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:

10.1 Bidder shall submit the following items:

10.1.1 Completed RFQt- Forms 27-0013

https://www.fortworthtexas.gov/news/2025/7/sbdp

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10.1.2 Completed RFQt-04 Small Business Utilization

Form, if applicable

10.1.3 Sample Standard Electronic Service Report

10.1.4 Completed Bid Table BT-56LW

10.1.5 Small Business Enterprise Certificate, if applicable

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