RFP Maintenance and Repairs to Automated Gate Systems

The City of Fort Worth is procuring maintenance and repair services for automated gate systems and related components on an as-needed basis through Request for Proposal No. 26-0141, with proposals due by April 16, 2026. The procurement covers repair and preventative maintenance services for gate operators, barrier arms, iron gates, access control boards, loop sensor detection equipment, and other related components across 112 City facilities located throughout Fort Worth and surrounding areas in Tarrant County. Qualified vendors must demonstrate a minimum of three years' experience repairing or maintaining automated gate systems, provide on-site response within twenty-four hours for routine requests and four hours for emergencies, and deliver seven-day-per-week service availability with bi-annual preventative maintenance conducted per manufacturer recommendations. The resulting agreement will establish an initial one-year contract term with options to renew for up to four additional one-year periods contingent upon ninety days' notice of non-renewal. Evaluation will be based on cost (up to 30 points), small business participation (up to 25 points), availability of resources (up to 15 points), experience with government or similar organizations (up to 20 points), and service area coverage (up to 10 points), with award decisions made on a best-value basis considering purchase price, proposer reputation, service quality, compliance with historically underutilized business laws, and total long-term cost. Vendors must provide a minimum twelve-month warranty on all parts, equipment, and labor; maintain comprehensive insurance including $1,000,000 Commercial General Liability per occurrence, $1,000,000 Automobile Liability, statutory Workers' Compensation, and $1,000,000 Professional Liability; and submit all required documentation including IRS Form W-9, Texas Conflict of Interest Questionnaire within seven business days of initiating contract discussions, customer references, and technical qualifications through the Euna Portal at https://fortworthtexas.bonfirehub.com/portal/?tab=openOpportunities.

The City of Fort Worth has established a 30 percent Small Business Goal for this procurement, requiring that at least 30 percent of the total awarded contract value be subcontracted to or spent with certified small business firms located in Tarrant, Wise, Johnson, Parker, or Denton County holding current certification from a City Manager-approved organization. All bidders must complete the Small Business Utilization Form and provide current certifications for any small business firms utilized, with failure to complete the form or submit valid certifications resulting in zero points being awarded for the Small Business Goal criteria; bidders awarded contracts must execute formal agreements with each small business subcontractor or supplier listed on the form and allow audits and interviews by City officials to substantiate small business work performed. The RFP does not identify any incumbent vendors or current contractors. Proposals must include unit pricing in the provided Bid Table format with all costs including handling, delivery, fuel, and certification fees; pricing must be submitted in United States dollars and cents with FOB Destination, Freight Prepaid and Allowed terms, and no City, State, or Federal taxes should be included. The City reserves the right to award to multiple proposers on a non-exclusive basis and will make award decisions based on best value to the City with payment terms of Net 30 Days following successful vendor registration for direct deposit and electronic invoice submission to the centralized Accounts Payable department. No specific contract award value or budget range is disclosed in the procurement documents.