RFQt Transportation Services for Field Trips and Special Events

The City of Fort Worth is issuing a Request for Quote (RFQt) for transportation services to support the Park and Recreation Department's field trips and special events on an as-needed basis, with the agreement commencing August 12, 2026. The procurement seeks qualified charter bus transportation providers to service approximately 29 community centers and schools throughout Fort Worth, primarily during summer day camps, with operations generally required from 8:00 AM to 6:30 PM daily, plus occasional weekend and evening events and an annual three-to-five-day transportation event to the University of Texas at Arlington. Successful bidders must demonstrate a minimum of two years of experience in similar services, maintain a fleet of at least 60 ADA-compliant buses, employ at least 60 drivers, and maintain primary operations within the Dallas-Fort Worth Metroplex. The City anticipates requiring up to two buses per location at any given time, with trip details provided approximately one week in advance. Pricing shall be charged as a flat rate per round trip, inclusive of all labor, equipment, and associated costs, with 25 percent payment penalties assessed for every 15-minute delay in returning passengers and non-payment provisions for vehicles arriving more than two hours late or failing to operate due to mechanical issues. Quote evaluation will be based on unit price, total quote price, terms and discounts, delivery date, vendor past experience and performance, responsibility determination, and estimated operational costs. Electronic submissions are required through the Euna Portal by the March 17, 2026 deadline, with a 90-calendar-day acceptance period following the opening date. The initial contract term is one year with options for up to four additional one-year renewal periods, contingent on 90-day non-renewal notice by either party, and annual pricing adjustments may occur each January.

The City of Fort Worth's Small Business Program under Ordinance No. 27832-08-2025 applies to this solicitation, indicating potential set-aside considerations for small business enterprises. No specific incumbent vendors or current contractors are identified in the procurement documents. Bidders must comply with comprehensive insurance requirements, including Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Automobile Liability of $1,000,000 combined single limit, and Workers' Compensation at statutory limits, with the City named as an additional insured. All vendors must submit Form W-9 for taxpayer identification and a Conflict of Interest Questionnaire in accordance with Texas Local Government Code Chapter 176, filed no later than the seventh business day after becoming aware of facts requiring disclosure. Vendors must also comply with federal and state regulations including the Clean Air Act, Federal Water Pollution Control Act, debarment and suspension requirements, and Texas-specific provisions prohibiting boycotts of Israel and energy companies and discrimination against the firearm industry. While specific budget ranges or award values are not disclosed in the available documentation, invoices for summer services must be submitted by September 1st annually with Net 30-day payment terms under the Texas Prompt Payment Act, and the City reserves the right to make multiple awards and reject any bids, including those from bidders with prior performance failures on similar agreements.