RFP Video Games and Related Services

The City of Fort Worth is seeking bids through RFP 26-0153 to establish an as-needed vendor services agreement for video games and related services to support the Library and Park and Recreation Departments. The procurement covers the provision of current and upcoming video games in multiple formats (physical discs or cartridges) across all rating categories (E through M) for console platforms including PlayStation 4, PlayStation 5, Xbox One, Xbox X, Nintendo Switch, and Nintendo Switch 2, with delivery to twenty Library locations. The vendor must provide comprehensive services including database access with EDI ordering capability or direct website ordering, tiered user account management, pre-publication announcement lists, in-stock inventory visibility, downloadable MARC records, and labeling and cataloging services covering RFID tags, spine labels, barcodes, and protective layers. Key vendor qualifications include a minimum of two years' experience providing games and media to library or municipal markets, acceptance of orders at least 90 days in advance for new releases, maintenance of 85% in-stock fulfillment capability, and ability to ship orders within 15 working days of receipt. The RFP is due by April 30, 2026, with proposals submitted electronically through the Euna Portal at https://fortworthtexas.bonfirehub.com/portal/?tab=openOpportunities. Evaluation criteria award up to 30 points for small business utilization, 20 points for cataloging and processing capabilities, 20 points for catalog availability and product range, 15 points for online services and database functionality, and 15 points for cost, with the City making award decisions based on best value considerations including purchase price, quality, reputation, and total long-term costs.

The City of Fort Worth has established a 30% Small Business participation goal for this procurement, achievable through self-performance by a prime contractor holding small business certification or utilization of certified Small Business subcontractors located in Tarrant, Wise, Johnson, Parker, or Denton County. All proposers are required to complete the Small Business Utilization Form with current certifications for any small businesses claimed, and failure to submit valid certifications may result in zero points for the small business evaluation criteria. Vendors must also maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence, $2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), Workers' Compensation at statutory limits, and Professional Liability/Errors & Omissions ($1,000,000 each claim and aggregate) if applicable. The initial contract term is designated for a number of years with options for up to one-year renewal periods at the City's sole discretion, with either party able to terminate with 30 days' written notice. The RFP does not specify an award value or budget range, though typical order quantities range from 2-4 copies for low-demand titles to 5-15 copies for new releases, with all pricing submitted on a firm-price basis in United States dollars and cents under FOB Destination, Freight Prepaid and Allowed terms including handling, delivery, and all applicable fees. Compensation under the agreement shall not exceed a specified dollar amount with payment made in accordance with the Texas Prompt Payment Act on Net 30 Days terms.