ITB Moving and Disposal of Gaming Machines

The City of Fort Worth's Purchasing Division is seeking bids for a contract to move and dispose of gaming machines for the Fort Worth Police Department on an as-needed basis. The invitation to bid (ITB 25-0209) requires a vendor capable of handling up to 280 gaming machines per callout, with the ability to respond and schedule pickup from the police storage site within 48 hours of a service request. The primary services include relocating seized gaming machines from offense locations to police storage and subsequently transporting and disposing of the machines. Vendors must demonstrate compliance with Texas Commission on Environmental Quality (TCEQ), Environmental Protection Agency (EPA), and local regulatory requirements, with the police department anticipating approximately 160 to 180 gaming machines will need to be seized and disposed of annually. The bid is structured with three service baskets allowing vendors to bid on moving services, disposal services, or both, with the submission deadline set for August 28, 2025, at 2:00 PM CDT. Evaluation criteria will include the vendor's experience, response times, equipment capabilities, and compliance with environmental regulations. The initial contract term is one year, with potential automatic renewals for up to four additional one-year periods.

The solicitation includes provisions that provide preferential consideration for local Fort Worth businesses, with the potential for a local vendor to receive preference if their bid is within 3-5 percent of the lowest out-of-municipality bid. Bidders must complete several mandatory forms, including a Conflict of Interest Questionnaire (CIQ) and provide documentation of applicable licenses and permits. The contract emphasizes complete destruction of gaming machines without refurbishing or reselling parts, with recycling and scrap material sales permitted. Vendors will be required to maintain chain-of-custody documentation and submit quarterly environmental disposal documentation and an annual environmental compliance report. While no specific total contract value is explicitly stated, the vendor will be compensated at a fixed rate per seized gaming machine, with an allowable fuel surcharge. The machines may contain trace amounts of hazardous materials including lead, mercury, cadmium, lithium, and flame retardants, though the concentration levels are low enough that no special hazardous material licensing will be required. The City reserves the right to award the contract to the most responsive and responsible bidder, with the potential for interlocal agreements that could allow other governmental entities to utilize the contract.