HomeMy WebLinkAboutContract 59945City Secretary Contract No. 59945
FORT WORTH,
NON-EXCLUSIVE SERVICES AGREEMENT
This NON-EXCLUSIVE VENDOR SERVICES AGREEMENT ("Agreement") is made and
entered into by and between the CITY OF FORT WORTH ("City"), a Texas home rule
municipal corporation, acting by and through its duly authorized Assistant City Manager, and
Equipmentshare.com Inc. dba Landmark Equipment, a Delaware corporation, ("Vendor" or
"Contractor"), and acting by and through its duly authorized representative, each individually
referred to as a "party" and collectively referred to as the "parties."
WHEREAS, through ITB No. 23-0001, the City solicited bids to award non-exclusive services
agreements to multiple bidders for repair services of City -owned heavy and light duty, marine, and turf
vehicles for the Property Management Department, on an as needed basis, with an aggregate amount of
up to $ 2,000,000.00_ per year for contracts awarded to the successful bidders;
WHEREAS, Vendor was one of the successful bidders awarded a contract to provide repair
services of City -owned heavy and light duty, marine, and turf vehicles for the Property Management
Department, on an as needed basis; and
WHEREAS, City and Vendor wish to set out terms of Vendor's non-exclusive agreement for
repair services of City -owned heavy and light duty, marine, and turf vehicles for the Property
Management Department, on an as needed basis.
NOW, THEREFORE, the parties, acting herein by the through their duly authorized
representatives, enter into the following agreement:
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Non -Exclusive Vendor Services Agreement;
2. Exhibit A — Scope of Services;
3. Exhibit B — Price Schedule;
4. Exhibit C — City's ITB No. 23-0001
5. Exhibit D — Vendor's Bid Response to City's ITB No. 23-0001; and
6. Exhibit E — Verification of Signature Authority Form.
Exhibits A, B, C, D, and E, which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B,
C, or D and the terms and conditions set forth in the body of this Agreement, the terms and conditions of
this Agreement shall control.
1. Scone of Services.
1.1 Vendor agrees to provide to the City repair services of City -owned heavy and light
duty, marine, and turf vehicles for the Property Management Department, on an as needed basis
OFFICIAL RECORD
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("Services"), which are set forth in more detail in Exhibit "A," attached hereto and incorporated herein for
all purposes.
1.2 Vendor understands and agrees that the City will award non-exclusive purchase
agreements to multiple bidders for repair services of City -owned heavy and light duty, marine, and
turf vehicles for the Property Management Department, on an as needed basis, as outlined in City
of Fort Worth Bid Solicitation (ITB No.23-0001), which is attached hereto as Exhibit C, and
incorporated herein for all purposes. Vendor further understands that the aggregate amount of
all contracts awarded to multiple Vendors under ITB No. 23-0001 shall be an amount not to
exceed $ 2,000,00.00 per year, and the City makes no promise or guarantee of the total amount of
work that will be assigned to Vendor under this Agreement. Vendor's Response to City of
Fort Worth ITB No 23-0001 ("Vendor's Response") is attached hereto as Exhibit D, and
incorporate herein for all purposes.
2. Term. This Agreement begins on the date the Assistant City Manager signs this
Agreement ("Effective Date") and expires one year from the Effective Date ("Expiration Date"),
unless terminated earlier in accordance with this Agreement ("Initial Term"). City will have the
option, in its sole discretion, to renew this Agreement under the same terms and conditions, for up
to four (4) one-year renewal option(s) (each a "Renewal Term").
3. Comuensation.
3.1 City will pay Vendor in accordance with the provisions of this Agreement,
including Exhibit `B," which is attached hereto and incorporated herein for all purposes. Total
annual compensation annual under this Agreement will not exceed Two Million Dollars and No
Cents ($2,000,00.00). Vendor will not perform any additional services or bill for expenses
incurred for City not specified by this Agreement unless City requests and approves in writing the
additional costs for such services. City will not be liable for any additional expenses of
Vendor not specified by this Agreement unless City first approves such expenses in writing.
Vendor understands and agrees that the aggregate amount of all contracts awarded to multiple
Vendors under ITB No. 23-0001 shall be an amount not to exceed $ 2,000,000.00 per year,
and the City makes no promise or guarantee of the total amount of work that will be assigned to
Vendor under this Agreement.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days' written notice of termination.
4.2 Non-abbronriation of Funds. 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 this Agreement 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.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated
prior to the Expiration Date, City will pay Vendor for services actually rendered up to the effective
date of termination and Vendor will continue to provide City with services requested by City and
in accordance with this Agreement up to the effective date of termination. Upon termination of this
Agreement for any reason, Vendor will provide City with copies of all completed or partially
completed documents prepared under this Agreement. In the event Vendor
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has received access to City Information or data as a requirement to perform services hereunder,
Vendor will return all City provided data to City in a machine readable format or other format
deemed acceptable to City.
5. Disclosure of Conflicts and Confidential Information.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor, for itself and its officers, agents and employees,
agrees that it will treat all information provided to it by City ("City Information") as confidential
and will not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City will promptly notify Vendor. It will be the responsibility of Vendor to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4 Unauthorized Access. Vendor must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City will, until the expiration of three (3) years after
final payment under this Agreement, or the final conclusion of any audit commenced during the said three
years, have access to and the right to examine at reasonable times any directly pertinent books, documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor will operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor will have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
will not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City will in no way be considered a Co -employer or a Joint employer of Vendor or any
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officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City. Vendor will be responsible and liable for any and all payment and reporting of taxes on
behalf of itself, and any of its officers, agents, servants, employees, contractors, or contractors.
Liabilitv and Indemnification.
8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
VENDOR, ITS OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR
SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION -VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROMAND AGAINST ANYAND ALL CLAIMS
OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTYDAMAGE OR LOSS (INCLUDINGALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN
CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS,
AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software and/or documentation in accordance with this
Agreement, it being understood that this agreement to defend, settle or pay will not apply if
City modifies or misuses the software and/or documentation. So long as Vendor bears the cost
and expense of payment for claims or actions against City pursuant to this section, Vendor
will have the right to conduct the defense of any such claim or action and all negotiations for
its settlement or compromise and to settle or compromise any such claim; however, City will
have the right to fully participate in any and all such settlement, negotiations, or lawsuit as
necessary to protect City's interest, and City agrees to cooperate with Vendor in doing so. In
the event City, for whatever reason, assumes the responsibility for payment of costs and
expenses for any claim or action brought against City for infringement arising under this
Agreement, City will have the sole right to conduct the defense of any such claim or action
and all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, Vendor will fully participate and cooperate with City in defense of such claim
or action. City agrees to give Vendor timely written notice of any such claim or action, with
copies of all papers City may receive relating thereto. Notwithstanding the foregoing, City's
assumption of payment of costs or expenses will not eliminate Vendor's duty to indemnify
City under this Agreement. If the software and/or documentation or any part thereof is held
to infringe and the use thereof is enjoined or restrained or, if as a result of a settlement or
compromise, such use is materially adversely restricted, Vendor will, at its own expense and
as City's sole remedy, either: (a) procure for City the right to continue to use the software
and/or documentation; or (b) modify the
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software and/or documentation to make it non -infringing, provided that such modification
does not materially adversely affect City's authorized use of the software and/or
documentation; or (c) replace the software and/or documentation with equally suitable,
compatible, and functionally equivalent non -infringing software and/or documentation at no
additional charge to City; or (d) if none of the foregoing alternatives is reasonably available
to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City,
subsequent to which termination City may seek any and all remedies available to City under
law.
Assignment and Subcontractine.
9.1 Assignment. Vendor will not assign or subcontract any of its duties, obligations or
rights under this Agreement without the prior written consent of City. If City grants consent to an
assignment, the assignee will execute a written agreement with City and Vendor under which the
assignee agrees to be bound by the duties and obligations of Vendor under this Agreement. Vendor
will be liable for all obligations of Vendor under this Agreement prior to the effective date of the
assignment.
9.2 Subcontract. If City grants consent to a subcontract, the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor must provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. "Any
vehicle" will be any vehicle owned, hired and non -owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the Services are being performed
Employers' liability
$100,000 - Bodily Injury by accident; each accident/occurrence
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$100,000 - Bodily Injury by disease; each employee
$500,000 - Bodily Injury by disease; policy limit
(d) Professional Liability (Errors & Omissions):
$1,000,000 - Each Claim Limit
$1,000,000 - Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims -made, and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Reauirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees, officers, officials, agents, and volunteers in respect to
the contracted services.
(b) The workers' compensation policy must include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage must be provided to City. Ten (10) days' notice will be
acceptable in the event of non-payment of premium. Notice must be sent to the
Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102,
with copies to the Fort Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is below
that required, written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation will not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. Comuliance with Laws. Ordinances. Rules and Regulations. Vendor agrees that in the
performance of its obligations hereunder, it will comply with all applicable federal, state and local laws,
ordinances, rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor must immediately desist
from and correct the violation.
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12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors, subcontractors, and successors in interest, as part of the consideration herein, agrees that in the
performance of Vendor's duties and obligations hereunder, it will not discriminate in the treatment or
employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM
ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT
BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS
FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement will be conclusively
determined to have been delivered when (1) hand -delivered to the other party, its agents, employees,
servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or
(3) received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
To CITY:
City of Fort Worth
Attn: Assistant City Manager Dana Burghdoff
200 Texas Street
Fort Worth, TX 76102-6314
Facsimile: (817) 392-8654
With copy to Fort Worth City Attorney's Office at
same address
MCfIV/11►1bill:14
Equipmentshare.com Inc.
dba Landmark Equipment
Gary Lyle 1309 Haltom Road
Fort Worth, Tx 76117
Facsimile: n/a
Email: gary.lyle@equipmentshare.com
With a copy to:
5710 Bull Run Drive
Columbia, MO 65201
14. Solicitation of EmDlovees. Neither City nor Vendor will, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision will not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein does not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governing Law / Venue. This Agreement will be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this
Agreement, venue for such action will lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
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18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be
affected or impaired.
19. Force Maieure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but will not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance, or regulation; acts of God; acts of the public
enemy; fires; strikes; lockouts; natural disasters; wars; riots; epidemics or pandemics; government action
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
of the United States or of any States; civil disturbances; other national or regional emergencies; or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, "Force Majeure Event"). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party's performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, will not be deemed a part of this Agreement, and are not intended to define or limit the scope
of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A, B, and C.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes, be deemed an original, but all such counterparts will together constitute
one and the same instrument.
24. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
option, Vendor will either (a) use commercially reasonable efforts to re -perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
25. Immigration Nationalitv Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor will provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR'S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS. City, upon written notice to Vendor, will have the right to immediately terminate this Agreement
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for violations of this provision by Vendor.
26. Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation that are created, published, displayed, or produced in
conjunction with the services provided under this Agreement, but excluding any such work papers,
procedures, guides, and documentation that (i) were generated or in use by Vendor prior to entering into
this Agreement or (ii) are generated or in use by Vendor during the term of this Agreement but are broadly
applicable to Vendor's customers and/or operations in addition to being applicable for use in connection
with this Agreement (collectively, "Work Product"). Further, City will be the sole and exclusive owner of
all copyright, patent, trademark, trade secret and other proprietary rights in and to the Work Product.
Ownership of the Work Product will inure to the benefit of City from the date of conception, creation or
fixation of the Work Product in a tangible medium of expression (whichever occurs first). Each
copyrightable aspect of the Work Product will be considered a "work -made- for -hire" within the meaning of
the Copyright Act of 1976, as amended. If and to the extent such Work Product, or any part thereof, is not
considered a "work -made -for -hire" within the meaning of the Copyright Act of 1976, as amended, Vendor
hereby expressly assigns to City all exclusive right, title and interest in and to the Work Product, and all
copies thereof, and in and to the copyright, patent, trademark, trade secret, and all other proprietary rights
therein, that City may have or obtain, without further consideration, free from any claim, lien for balance
due, or rights of retention thereto on the part of City.
27. Signature Authoritv. The person signing this Agreement hereby warrants that they have
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto, may be executed by any authorized representative of Vendor. Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Companv Name or Ownership. Vendor must notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
29. No Bovcott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter
2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company
for goods or services unless the contract contains a written verification from the company that it: (1) does
not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycott Israel"
and "company" has the meanings ascribed to those terms in Section 2271 of the Texas Government Code.
By signing this Agreement, Vendor certifies that Vendor's signature provides written verification to
the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
30. Prohibition on Bovcotting Energv Companies. Vendor acknowledges that, in
accordance with Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S.,
S.B. 13, § 2, the City is prohibited from entering into a contract for goods or services that has a value of
$100,000 or more that is to be paid wholly or partly from public funds of the City with a company with 10
or more full-time employees unless the contract contains a written verification from the company that it:
(1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the
contract. The terms "boycott energy company" and "company" have the meaning ascribed to those terms
by Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To
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the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement, Vendor certifies that Vendor's signature provides written verification to the City that Vendor:
(1) does not boycott energy companies; and (2) will not boycott energy companies during the term of this
Agreement.
31. Prohibition on Discrimination Against Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, as added
by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is prohibited from entering into a contract for goods or
services that has a value of $100,000 or more that is to be paid wholly or partly from public funds of the
City with a company with 10 or more full-time employees unless the contract contains a written verification
from the company that it: (1) does not have a practice, policy, guidance, or directive that discriminates
against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the
contract against a firearm entity or firearm trade association. The terms "discriminate," "firearm entity"
and "firearm trade association" have the meaning ascribed to those terms by Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that Chapter 2274
of the Government Code is applicable to this Agreement, by signing this Agreement, Vendor certifies that
Vendor's signature provides written verification to the City that Vendor: (1) does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will
not discriminate against a firearm entity or firearm trade association during the term of this Agreement.
32. Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature. For these purposes, "electronic signature" means electronically scanned and transmitted versions
(e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via
software such as Adobe Sign.
33. Entirety of Agreement. This Agreement, including all attachments and exhibits, contains
the entire understanding and agreement between City and Vendor, their assigns and successors in interest,
as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby
declared null and void to the extent in conflict with any provision of this Agreement.
[SIGNATURE PAGE TO FOLLOW]
Non- Exclusive Vendor Services Agreement Page 10 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
CITY OF FORT WORTH:
T>asuz 8G/��i
By: Dana Burnhr1nff1ADF4"20231 _ CDTI
Name: Dana Burghdoff
Title: Assistant City Manager
APPROVAL RECOMMENDED:
'/Z'�
By.
Name: Steve Cooke
Title: Property Management
Director
ATTEST:
�d9U4IlIl�
F f.....
...*90
pe4 o
v'a °moo
PVo g=d
nbUnoaa'o'
By: U
Name: Jannette S. Goodall
Title: City Secretary
VENDOR:
Equipmen Inare-com Inc a Landn nark Equipment
By:
Name: Jab ok Schlacks
Title: CEO
Date: 8/ 1 /23
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
this contract, including ensuring all performance and
reporting requirements.
Denise Garcia
By: Denise Garcia (Aug 1, 2023 17:07 CDT)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND LEGALITY:
By: RichardA. McCracken Aug 3,202315:09 CDT)
Name: Richard McCracken
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 23-0067
Form 1295: 2022-966196
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Non- Exclusive Vendor Services Agreement Page 11 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
EXHIBIT A
SCOPE OF SERVICES
1. INTENT
The City of Fort Worth (City) seeks to establish non-exclusive service agreements with multiple vendors
for repair services of City -owned Light and Heavy -Duty vehicles and equiptment and Turf and Marine
vehicles and equipment for the Property Management Department (PMD).
2. DEFINITIONS
City
Heavy Duty Vehicles
Light Duty Vehicles
Original Equipment
Manufacturer (OEM)
3. TABLE A
The City of Fort Worth
Vehicles with a Gross Vehicle Weight over 10,000 pounds. NAFA Class
codes (7000-9000).
Vehicles with a Gross Vehicles Weight under 10,000 pounds. NAFA Class
codes (1000-4999).
(Original Equipment Manufacturer) is a company that supplies equipment
to other companies to resell or incorporate into another product using the
Vendor's brand name. It also may be used to refer to the company that
acquires a product or component and reuses or incorporates it into a new
product with its own brand name.
Types of HEAVY & LIGHT Duty Equipment
Up to 3,000 on -road and 1,600 off -road vehicles and equipment including, but not limited to:
Air Compressors/Equipment Motor Homes
Asphalt/Paving Equipment Mowers
Boats Off -Road Equipment
Bucket Trucks
Container Trucks
Dump Trucks
Fire Trucks
Fork Lifts
Fuel Trucks
Generators/Power Generation Units
Golf Carts
Heavy -Duty Trailers
Scissor/Man Lifts
Sewer Equipment
Sweepers
Trailers (heavy and light)
Tracker
Transfer Trucks
VIP
Watercraft
Water Tankers
Non- Exclusive Vendor Services Agreement
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
Page 12 of 16
Acura
Allison
Altec
Artic Cat
Aquatech
Bendix
Bertram
Big Tex
BMW
Boston Whaler
Buick
Caddo Manufacturing
Cadillac
Champion
Chaparral
Chevrolet
Cub Cadet
Cummins
Custom- Chris Trim
Custom- Lawhon
Custom- Tommy Gate
Custom- Youngs
Delta Rigging
Detroit
Dodge
Doosan
Duetz
4. SERVICES
Manufacturers
including, but not limited to:
Eaton
Mack
Spartan
E-One
Mazda
Spitzlift
Kobelco
M&D
Sterling
KTM
Mercedes/ Sprinter
Stellantis (Chrysler)
Kubota
Meritor
Subaru
Ford
Metro
Tennant
Freightliner
Mitsubishi
Terex
GMC
Muncie
Texas Steer
Honda
National Crane
Toro
Husqvarna
New Holland
Toyota
Hyundai
Nissan
Tracker
Infiniti
Onan Generators
Twister
International
Peterbilt
Vac -Con
Interstate Trailers
Pierce (Fire Apparatus)
Vactor
Isuzu
Pioneer
Verneer
Jacobsen
Pipehunter/ Jeteye
Versalift
JCB
Progard
Volkswagen
Jeep
Ram
Volvo
JLG
Rivian
WABCO
John Deere — Green (AG)
ROM Corp
Wacker
John Deere (yellow iron)
Rosenbauer
Whelen
Kawaski
Scag
White River Marine
Kenworth
Snapper
Yamaha
Kia
Zodiac
Lexus
Zodiac Nautic
Lincoln
4.1. PMD will use this Agreement for service, repair, maintenance and the purchase of parts for light
duty, heavy duty, turf and marine vehicles and equipment listed, but not limited to, in Table A on
an as needed basis.
4.2. Vendor shall price parts and labor for the services and list of OEM brands per Exhibit B of this
agreement.
4.3. Vendor shall provide unit prices for listed items. Unit prices shall include all associated cost unless
specified in Exhibit B, not limited to delivery, fuel and handling charges. No additional charges
will be accepted or paid by the City.
4.4. The City will ensure that vehicles and equipment will have a minimum of a quarter (1/4) tank of
fuel when dropped off for service.
4.5. All items supplied under the Agreement shall be of recent production, unused, and suitable for their
intended purpose.
4.6. Following the award, additional products, fees, and/or services of the same general category that
could have been encompassed in the award of this Agreement, and that are not already on the
Agreement, may be added.
Non- Exclusive Vendor Services Agreement Page 13 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
4.7. Vendor may charge an hourly non -warranty labor rate per service, a cost "+" for parts, a diagnostic
fee (detailed out), and any applicable transportation fees (Pick-up & Delivery Inclusive), if any.
There are no guarantees the City will accept or held financially or liable for costs outside of labor
and materials/ parts if the submitted pricing is deemed excessive by the evaluation panel.
4.8. The City may pay for subcontractor/sublet items at sublet cost plus (+) as indicated in Exhibit B.
4.9. Vendor(s) shall provide detailing services, such as, but not limited to: washing, waxing and
polishing.
4.10. Vendor(s) shall be authorized by PMD Fleet Supervisor or designated personnel to diagnose, repair
and service vehicles and equipment for the City's Fleet of vehicles and equipment.
5. QUALITY OF SRVICE AND WORK
5.1. Vendors shall provide the City an acceptable level of service in terms of cost, time and
workmanship. Upon return and inspection of services completed, PMD Fleet personnel will notify
the vendor if any issues regarding the services or parts are found to be unsatisfactory.
5.2. Vendor(s) will be given opportunity to correct. Failure of vendor to correct services or parts to a
satisfactory condition will be considered grounds for terminating any agreement between said
vendor and the City.
5.3. Vendors shall be required to perform the work using the most up to date and appropriate methods
available for said work under industry standards. This includes, but is not limited to, all suitable
repair equipment and parts to insure the satisfactory execution of any repair or installation.
5.4. Vendors are encouraged to provide industry training and certification documentation on their
personnel. Certifications could include, the National Institute for Automotive Service Excellence
(ASE) or Manufacturer required training, which qualifies the vendor to perform said work.
5.5. Vendors shall respond and supply requested materials or services required during regular business
hours within the response time (DELIVERY) from receipt of request in the proposals solicitation
page or less including shipment by mutual agreement form the time original request is made.
5.6. Vendors shall provide the City priority service, as many City vehicles are utilized forpublic safety
and emergency response. Expeditious turn -around is critical to City operations. However, additional
fees for priority services are prohibited.
6. RESPONSE TIMES & LOCATIONS
6.1. Vendor shall respond to written correspondence within 24-48 hours.
6.2. Vendors, which provide deliver service, shall return completed vehicles to the Fleet Service Center,
Monday through Friday between 7:30 a.m.— 9:30 p.m. unless expressly authorized by the Fleet
Service Center Supervisor(s) or their designee. Any deviation from this timeframe shall require
written approval from the Fleet Service Center Supervisor(s) or their designee.
6.3. After hours shall be considered from Friday at 9:31 pm through Monday at 6:59 am.
Non- Exclusive Vendor Services Agreement Page 14 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
6.4. Fleet Service Center locations:
Service Center
Brennan Body Shop
James Avenue Service Center
Northside Service Center
Southside Service Center
Water Service Center
7. PARTS
Location
2500 Brennan Street
Fort Worth, TX 76106
5021 James Avenue
Fort Worth, TX 76115
301 Hillshire Drive
Fort Worth, TX 76131
4100 Columbus Trail
Fort Worth, TX 76133
2222 West Daggett
Fort Worth, TX 76102
7.1. All parts utilized in repairs, replacements or installations on City vehicles and equipment must be
new unless otherwise requested by PMD Fleet personnel. Any rebuilt or remanufactured parts can
be considered but must be approved in writing by City PMD Fleet personnel prior to being utilized
by a vendor.
7.2. Vendor shall warranty and/or guarantee all work and products supplied under this Agreement
against any defects in design, workmanship, materials and failure to operate satisfactorily. Each
product shall be constructed to the highest industry standards. Products manufactured of poor
workmanship will not be accepted.
7.3. The City reserves the right to supply parts as the City determines is necessary.
7.4. Vendor may charge a cost plus (+) for parts. The cost should be available for review by the City as
requested. There are no guarantees the City will accept or held financially or liable for costs
outside of labor and materials/ parts if the submitted pricing is deemed excessive by the
evaluation panel.
8. ESTIMATES
8.1. Vendor shall be required to provide written or electronically produced estimates to PMD Fleet
personnel before the start of any work. The estimates must be emailed to the PMD Fleet
employee(s) and/or PMD Fleet facility location who requested the services to be completed.
8.2. Estimates shall be approved and authorized by PMD Fleet personnel in writing via email with
purchase order number prior to work being performed. Verbal approvals should not be considered.
8.2.1.Fleet shall create necessary work order for tracking
8.2.2.Vendor shall be notified, via email, of repairs needed and/or diagnosis from Fleet.
8.2.3.Vendor shall identify the repair direction and shall email an estimate with specific details of
the repairs needed regardless of warranty or non -warranty.
8.2.4.Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.
8.2.5.Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
8.2.6.PMD Fleet shall issue a purchase order for billable repairs via email. Repairs are NOT to be
performed until a purchase order has been issued in writing from PMD Fleet Division.
This ensures proper tracking and documentation are in place for the Vendor and the City.
8.3. Final submitted invoices submitted to the Citv for work performed should always match the final
Non- Exclusive Vendor Services Agreement Page 15 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
estimate received by the City. All revised estimates must be approved in writing prior to billing.
8.4. If City vehicle or equipment is serviced by a Vendor for warranty work, an estimate provided by
the Vendor to the City shall state `Warranty Service'.
8.5. All estimates provided by vendors will be quoted on a `time and materials' basis unless the service
is subcontracted, adherence to the agreed upon contract rate(s) and itemized to illustrate the cost of
each of the following, if applicable, to the service or work performed:
8.5.1.Estimates shall include number of and cost of part(s) to be installed.
8.5.2.Estimates shall include cost of labor to perform repair and/or installation; itemized by
number of labor hours per labor line.
8.5.3.Estimates shall include itemized inspection/diagnostic fees.
8.5.4.Transportation fees, if any, Pick-up & Delivery Inclusive.
8.5.5.Miscellaneous shop fees will not be allowed. These costs should be broken down in Labor,
Parts, or established fees defined in the bid lines. This should be considered when bidding
applicable costs in the other time and materials categories. Travel charges for mobile services
will be considered and must be itemized. Standard flat fees will not be considered.
8.6. Vendor shall be notified, via email, of repairs needed and/or diagnosis from PMD Fleet.
8.7. Vendor shall identify the repair direction and shall email an estimate with specific details of the
repairs needed regardless of warranty or non -warranty.
8.8. Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.
8.9. PMD Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
8.10.PMD Fleet shall issue a purchase order for billable repairs via email. Repairs with a cost associated
to the City are NOT to be performed until a purchase order has been issued in writing from PMD
Fleet. This ensures proper tracking and documentation are in place for the Vendor and the City.
Non- Exclusive Vendor Services Agreement Page 16 of 16
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
EXHIBIT B
PRICE SCHEDULE
(Pages follow)
Non- Exclusive Vendor Services Agreement
ITB No. 23-0001 — Equipmentshare.com
Inc. dba Landmark Equipment
FORT"
W .
40
PRICING SUBMITTAL
Event ID Page
CF1101-21-0001 1
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine 1, Turf Vehicle Repairs
Start Time Finish Time
10/2G/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Invited: PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY - Hourly Shopr Rate, Mon-
1000.00
HR
Fri 7 am -9:30 pm
V �
100 00
Line: 2
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY - Hourly Shop Rate, Mon -Fri
1000,00
HR
7am-9:30pm
I vO
1 d O i O QV
Line: 3
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7 am -9:30 pm
Line: 4
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7am-9:30pm-
Line: 5
Description:
Qty
Unit
UnitPrice
Total
HEAVY DUTY- Shop Hourly Labor Rate, After
200.00
HR
Hours (Friday from 9:31 pm through Monday at
6:59 am), Holidays, Weekends
eta C5
��tOOt7
Line: 6
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Shop Hourly Labor Rate, After
200.00
EA
Hours (Friday from 9:31pm through Monday
5:59am), Holidays, Weekends
t D
aaG r (?
Line: 7
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Transportation Fee (Pick-up
100.00
EA
& Delivery Inclusive) If applicable, Round
Trip
i.f.7 O
aD ,D00
Line: 8
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Transportation Fee (Pick-up &
100.00
EA
Delivery Inclusive) If applicable, Round Trip
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 3 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 4 of 5
FORT�WO RT_H.
PRICING SUBMITTAL
Event ID Page Invited: PUBLIC EVENT
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs Submit To: City of Fort Worth
Start Time Finish Time FINANCIAL MANAGEMENT SERVICES
10/26/2022 07:00:00 CDT 12/01/2022 13 :30.00 CST FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 9
Description:
Qtv
Unit
UnitPrice
Total
Washing, Waxing, Polishing
150.00
EA
Line: 10
Description:
Qty
Unit
UnitPrice
TOW
HEAVY DUTY- Parts- Cost (+)Q % Markup. (Apply
250,000.00
EA
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000:
1 S.Ci
3 f
250,000 + 25000= 275,000)
Line: 11
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY, Parts- Cost (+) 10 % Markup. (Apply
250,000.00
E4
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000:
t
250,000 + 25.000= 275,000)
Line: 12
Description:
aty
Unit
UnitPrice
Total
LIGHT DUTY- SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $150.000
125,000.00
EA
l
a O�►O-
�� t
To Obtain Correct Sum. Example: 125,000 X 10%
=12,500; 125,000 + 12,500= 137,500)
Line: 13
Description:
QtvIt
UnitPrice
Total
HEAVY DUTY - SubContracting, Cost (+) %
Markup. (Apply Mark Up Percentage Bid To $125.000
125,000.00
EA
To Obtain Correct Sum. Example: 125,000 X 10% _
-
12,500; 125.000 + 12,500= 137,500)
Total Bid Amount:
I ass, 00-z-,
C.oST
Freight Charges - Actual + 0% markup Ac.T V►q I tz)o v\Q%1.�V
Items not listed above will be offered at a markup of o % �+�
(All parts and replacement parts may be added on an as needed basis throughout the life of the agreement, therefore, the
bidder shall submit a price list for all available items with their bid submittal.)
A bid of "0" will be interpreted by the City as a no -charge (free) item and the City will not expect to pay for that item. A bid
of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that
item. Be advised, a "no bid" or no response may be considered as non -responsive and may result in disqualification of
this bid.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 4 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 5 of 5
Shop Fees (IE Haz Mat, disposal and or environmental fees, machine fees battery tax PC flat rate charges)
should be billed at 5% of total labor but not to exceed $100
EXHIBIT C
CITY'S ITB NO.23-0001
(Pages follow)
FORT WORTH
COVER PAGE
Event ID
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs
Start Time Finish Time
10/26/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Page Invited: PUBLIC EVENT
1
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Event Description
The City of Fort Worth seeks bids to finalize an Agreement for additional repairs on heavy and light duty,
marine and turf vehicles for the Property Management Department on an "as needed" basis.
Submission Requirements and Deadlines
All companies/individuals wishing to do business with the City of Fort Worth must register as a Bidder on the
PeopleSoft Supplier Portal. Please visit https://www.fortworthtexas.gov/departments/finance/purchasing/register for more information
Assigned Buyer: Heather Oakes
A pre -bid conference will be held in person and via Webex on Wednesday, November 9, 2022, at 10:00 AM (Local
Time). Attendance at pre -bid conferences is not mandatory but strongly encouraged.
In -Person
City Hall
200 Texas St.
Fort Worth, TX 76102
City Managers Conference Room #380. Located on the 3rd Floor at the North end of the building.
Webex
Meeting Phone Number: 469-210-7159
Meeting number (access code): 2551 775 5797
Meeting Password: TuEipmYZ728
Meeting Link: https://fortworthtexas.webex.com/fortworthtexas/j.php?MTID=mba8d42af3b923105199cdO6cc344a352
Bids are solicited for furnishing the merchandise, supplies, services and/or equipment as set forth in this solicitation. Completed Bids
including one executed original and one USB flash drive containing electronic versions of all bid documents must be received in the
Purchasing Division by 1:30 P.M., December 1, 2022, and then publicly opened and read aloud around 2:00 P.M. in the Council Chambers.
Bids must be submitted in a sealed envelope WITH THE BID NUMBER AND BIDDER COMPANY NAME WRITTEN ON THE OUTSIDE OF
THE ENVELOPE, addressed to the Purchasing Manager. YOUR BID MUST BE RECEIVED BY THE PURCHASING OFFICE AND TIME
STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE CONSIDERED.
Bids shall be mailed or hand -delivered to the following address:
City of Fort Worth, Purchasing Division,
Lower Level, City Hall, 200 Texas Street, Fort Worth, Texas 76102
Bids delivered by special courier (i.e. Federal Express, Special Delivery etc.) are to be marked on the outside of the courier's shipping
envelope "BID No. 23-0001 ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs" AND MUST BE RECEIVED BY THE PURCHASING
OFFICE AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE CONSIDERED.
Late bids will be returned or destroyed; they will not be opened nor considered in the evaluation of the bid.
Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening.
The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms,
conditions and scope/specifications contained in this document. The period for acceptance of this bid will be 120 calendar days after the bid
opening date.
Solicitation Documents:
Cover Page
Bid Submission Signature Page"
Bid Solicitation"*
Part 1 Instructions
Part 2 Scope of Services/Specifications
Attachment A- Conflict of Interest Disclosure Requirement""
Attachment B - Consideration of Location of Bidder's Principal Place of Business"" (if applicable)
Attachment C - Vendor's Contact Information —
Attachment D - Draft Vendor Service Agreement, attached as a separate document
Attachment E — Vendor Qualification Questionnaire"
Attachment F - Documentation Checklist ""
"*Required to be completed and submitted. See Section 14.2, Part 1 for all required documents that need to be submitted. Failure to submit
all items will be grounds for rejection of a bid as non -responsive to the specifications
FORT WORTH
BID SUBMISSION SIGNATURE PAGE
Event ID Page Invited: PUBLIC EVENT
CFW01-23-0001 3
Event Round Version
1 1
Event Name
TTR Rpavv k T.i o-ht T)uty. Mari ne k Tnrf Aehi c1 e Re_nai r..q Submit To: City of Fort Worth
Start Time Finish Time FINANCIAL MANAGEMENT SERVICES
10/26/2022 07 : 00 : 00 CDT 12/01/2022 13 :30 : 00 CST FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized
to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by
submitting and signing below, acknowledges that he/she has received and read the entire document packet
sections defined above including all documents incorporated by reference, and agrees to be bound by the terms
therein.
Legal Company Name:
Company Address:
City, State, Zip:
Vendor Registration No.:
Printed Name of Officer or Authorized Representative:
Title:
Signature of Officer or Authorized Representative:
Date:
Email Address:
Phone Number:
Federal Identification Number (FID):
Will agreement be available for Cooperative Agreement use*? Yes No
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 2 of 33
FORT WORTH
PRICING
SUBMITTAL
Event ID
Page Invited:
PUBLIC EVENT
CFW01-23-0001
4
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine
& Turf Vehicle Repairs
Submit To:
City of Fort Worth
Start Time
Finish Time
FINANCIAL MANAGEMENT SERVICES
10/26/2022 07:00:00 CDT
12/01/2022 13 :30:00 CST
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email:
FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY - Hourly Shopr Rate, Mon-
1000.00
HR
Fri 7 am -9:30 pm
Line: 2
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY - Hourly Shop Rate, Mon -Fri
1000.00
HR
7am-9:30pm
Line: 3
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7 am -9:30 pm
Line: 4
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7am-9:30pm-
Line: 5
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Shop Hourly Labor Rate, After
200.00
HR
Hours (Friday from 9:31 pm through Monday at
6:59 am), Holidays, Weekends
Line: 6
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Shop Hourly Labor Rate, After
200.00
EA
Hours (Friday from 9:31 pm through Monday
5:59am), Holidays, Weekends
Line: 7
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Transportation Fee (Pick-up
100.00
EA
& Delivery Inclusive) If applicable, Round
Trip
Line: 8
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Transportation Fee (Pick-up &
100.00
EA
Delivery Inclusive) If applicable, Round Trip
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 3 of 33
FORT WORTH
PRICING SUBMITTAL
Event ID
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty,
Start Time
10/26/2022 07:00:00 CDT
Line: 9
Description:
Washing, Waxing, Polishing
Marine & Turf Vehicle Repairs
Finish Time
12/01/2022 13:30:00 CST
Line: 10
Description:
HEAVY DUTY- Parts- Cost (+) _ % Markup. (Apply
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000;
250,000 + 25000= 275,000)
Line: 11
Description:
LIGHT DUTY, Parts- Cost (+) _ % Markup. (Apply
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000;
250,000 + 25,000= 275,000)
Line: 12
Description:
LIGHT DUTY- SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $150,000
To Obtain Correct Sum. Example: 125,000 X 10%
=12,500; 125,000 + 12,500= 137,500)
Line: 13
Description:
HEAVY DUTY - SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $125,000
To Obtain Correct Sum. Example: 125,000 X 10% _
12,500; 125,000 + 12,500= 137,500)
Page Invited
5
PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Qtv
Unit UnitPrice Total
150.00
EA
Qty
Unit UnitPrice Total
250,000.00
EA
Qtv Unit UnitPrice Total
250,000.00 EA
Qty
Unit UnitPrice Total
125,000.00
EA
UnitPrice Total
Qtv
Unit
125,000.00
EA
Total Bid Amount:
Items not listed above will be offered at a markup of %
(All parts and replacement parts may be added on an as needed basis throughout the life of the agreement, therefore, the
bidder shall submit a price list for all available items with their bid submittal.)
A bid of "0" will be interpreted by the City as a no -charge (free) item and the City will not expect to pay for that item. A bid
of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that
item. Be advised, a "no bid" or no response may be considered as non -responsive and may result in disqualification of
this bid.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 4 of 33
PART - 1
INSTRUCTIONS
1.0 SOLICITATION
1.1 Review of Documents: Bidders are expected to examine all documents that make up the
Solicitation as well as any addendums. Bidders shall promptly notify the City of any
omission, ambiguity, inconsistency or error that they may discover upon examination of the
Solicitation by the deadline for questions listed in Section 2.0, Part 2. The City assumes no
responsibility for any errors or misrepresentations that result from Bidders not using the
completed Solicitation document and addendums.
1.2 Location of Documents: Solicitations are issued by the Purchasing Division. The location
for the Purchasing Division is specified in the advertisement and on the first page of the
solicitation.
2.0 EXPLANATIONS. CLARIFICATIONS OR QUESTIONS
2.1 Any explanation, clarification, or question desired by a Bidder regarding any part of the
Solicitation must be requested in writing from the Purchasing Division by the question
deadline listed in Section 2.0, Part 2, so that a written addendum can be posted before the
submission deadline. Interpretations, corrections, or changes to the Solicitation made in
any other manner are not binding upon the City, and Bidders shall not rely upon such
interpretations, corrections or changes. Oral explanations or instructions given before the
award of the Contract are not binding.
2.2 IN ORDER FOR QUESTIONS TO BE ANSWERED, ALL QUESTIONS MUST BE BY E-
MAIL BEFORE THE QUESTION DEADLINE AND MUST BE IDENTIFIED AS FOLLOWS:
2.2.1 All explanation, clarification or questions must clearly identify the buyer's name and
the bid number on the document or on the subject line, if sent by and email. For
example: "Attention: Buyer name and Bid No. XX-XXX". If the buver's name and
bid number is not included as specified above, the questions) will NOT be
answered.
2.2.2 Delivery of questions by email — FMSPurchasingResr)onses(aD-fortworthtexas.gov
2.2.2.1 Please note, if an e-mail confirming receipt of your e-mail is not received
within 1 (one) business day, please contact the City of Fort Worth
Purchasing at 817-392-2462.
2.3 Interpretations, corrections, or changes to the Solicitation made in any other manner are
not binding upon the City, and Bidders shall not rely upon such interpretations, corrections
or changes. Oral explanations or instructions given before the award of the Contract are
not binding.
2.4 Any material information given to one Bidder concerning a Solicitation will be furnished by
an Addendum posted on the City's website under the corresponding bid number.
3.0 UNAUTHORIZED COMMUNICATIONS — Bidders' contact regarding this Invitation to Bid (ITB) with
employees or officials of the City other than the Senior Purchasing Manager, the Business Equity
Division, or as otherwise indicated in the ITB is prohibited and may result in disqualification from
this procurement process. No officer, employee, agent or representative of the Respondent shall
have any contact or discussion, verbal or written, with any members of the City Council, City staff or
City's consultants, or directly or indirectly through others, seek to influence any City Council
member, City staff, or City's consultants regarding any matters pertaining to this solicitation, except
as herein provided. Any violation of this prohibition may result in the Respondent being disqualified
Rwi,cd 6A=2
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 5 of 33
from the procurement process. Any oral communications are considered unofficial and non -binding
with regard to this ITB.
4.0 PREBID CONFERENCE —
4.1 A pre -bid conference will be held at 10 AM Wednesday, November 9, 2022, at City Hall at
200 Texas St, Fort Worth, TX 76102. There will be a WebEx meeting for potential bidders
that are unable to attend the pre -bid meeting in person. To join the Pre -bid via WebEx,
please see Cover Page for details. Attendance at pre -bid conferences is not mandatory but
strongly encouraged.
5.0 PREPARATION OF BIDS
5.1 Each Bidder must furnish all information required by the Solicitation in order to be
evaluated. Prices or Percent Markups submitted on other than the forms included in
the Solicitation shall be considered non -responsive.
5.2 Any attempt to alter the wording in the Solicitation is ineffective and will result in rejection of
the Bid.
6.0 QUANTITES - The quantities listed on the bid solicitation 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.
7.0 TAXES - Purchases of Goods or Services for City use are usually exempt from City, State, and
most Federal Taxes. Bids may not include exempted taxes. The successful Bidder should
request a Tax Exemption Certificate from the Purchasing Division. Under no circumstances
shall the City be liable to pay taxes for which the City has an exemption under any Contract.
8.0 DEFINITIONS
8.1 Brand Name or Equal: If the Solicitation indicates brand name or "equal" products are
acceptable, the Bidder may offer an "equal" product and must be prepared to demonstrate
those features that render it equal. Final determination of a product as "equal" remains
with the City.
8.2 Delivery Time: Delivery time, if stated as a number of days, will be based on calendar
days. Time is of the essence in any City purchase. If the indicated date cannot be met or
the date is not indicated, the Bidder shall state its best delivery time.
8.3 Free on Board (FOB) Point: Freight Terms shall be FOB Destination, Freight Prepaid and
Allowed. This means the Vendor or Shipper owns goods in transit and is liable for delivery
to the point of destination.
8.3.1 The Vendor or Shipper is responsible for filing any claims with the delivering carrier
for breakage or other loss and for any damage resulting from transportation.
8.3.2 The Bidder should quote its lowest and best price, with the goods delivered to the
place specified, at the Bidder's expense and risk, and their tender delivery to the
City.
8.3.3 Bids offerina anv other delivery terms are not acceptable and may be cause for
reiection.
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 6 of 33
9.0 PRICES/PERCENTAGE MARKUP
9.1 Bid prices and percentage markup (if applicable) shall be firm offers unless otherwise
specified. Pricing and percentage markup (if applicable) shall be entered on the Bid Offer
Sheet.
9.2 In the event of a discrepancy between unit price and extended price, the unit price shall
govern.
9.3 Prices shall be offered in the Dollars of the United States of America (or decimal fractions
thereof).
10.0 SIGNATURE - The Bidder must provide a wet signature on each document in the Solicitation
requiring a signature. Any change made to the Bid must be initialed by the Bidder.
11.0 PROPRIETARY INFORMATION SUBMITTED IN THE BID
11.1 All material submitted to the City becomes public property and is subject to the Texas Open
Records Act upon receipt.
11.1.1 If a Bidder does not desire proprietary information in the bid to be disclosed, each
page must be identified and marked proprietary at time of submittal. The City will,
to the extent allowed by law, endeavor to protect such information from disclosure.
If a Public Information Request is made for Bidder's proprietary information, the
Bidder will be notified so that they can submit a letter to the Texas Attorney
General. The final decision as to information that must be disclosed lies with the
Texas Attorney General.
11.1.2 Failure to identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
12.0 BID PREPARATION COSTS - All costs associated with preparing a Bid in response to a
Solicitation shall be borne by the Bidder.
13.0 PAYMENTS
13.1 All payment terms shall be "Net 30 Days" from the date the City receives a correct invoice.
13.2 Successful bidders are encouraged to register for direct deposit payments prior to providing
goods and/or services using the forms posted on the City's website at
htti)s://www.fortworthtexas.gov/departments/finance/i)urchasinq/ach
14.0 SUBMISSION OF BIDS
14.1 Bid documents: Unless otherwise specified, Bidders are required to submit a signed
executed original and one scanned copy of the entire bid submittal on a flash drive. Bids
must be submitted in a sealed envelope with the bid number written on the outside of the
envelope.
14.2 Documents required to be submitted with Bid: Bidders shall submit all the items listed
below and utilize the format below to submit their bid prior to the bid submission deadline.
14.2.1 The completed and signed Bid Submission Signature Page;
14.2.2 The completed Bid Solicitation;
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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14.2.3 Bidders shall provide three (3) references from projects similar in nature, size and
scope completed or undertaken in the last two years. Vendor shall not list the City
of Fort Worth as a reference. Letters shall include the following items.
14.2.3.1 Company letterhead, including contact information
14.2.3.2 Number of years working with Bidder.
14.2.3.3 Brief explanation of customer's satisfaction and recommendation of
Bidder. Please provide a rating for 1-5. One (1) being unlikely to
recommend and unsatisfied, and five (5) highly satisfied and highly
recommended
14.2.3.4 Brief explanation on likeliness to work with Bidder again. One (1) being
unlikely to continue to use firm and five (5) highly likely to use firm again.
14.2.4 Bidders shall provide evidence that they are duly qualified and capable to fulfill and
abide by the requirements listed herein with the bid.
14.2.5 Bidder's background, number of years in business, size of bidder's labor pool.
14.2.6 A detailed performance plan that outlines the method to be used to ensure that the
needs of the City will be met.
14.2.7 A completed and signed original Conflict of Interest Questionnaire, Attachment A
14.2.8 A completed Consideration of Location of Bidder's Principal Place of Business,
Attachment B, if applicable.
14.2.9 A completed and signed Vendor Contact Information, Attachment C.
14.2.10 A completed Vendor Qualification Questionnaire; Attachment E.
14.2.11 Signed Addendum(s) acknowledging receipt
14.2.12 Scanned copy of all documents listed in Section 14.2, Part 1.
14.2.13 Any other document included in the Solicitation requiring completion or execution
by the Bidder.
14.3 Failure to submit all the items listed in Section 14.2, Part 1 will be grounds for rejection of a
bid as non -responsive to the specifications.
15.0 LATE BIDS
15.1 Bids must be received in the Purchasing Division prior to the bid submission deadline. All
Bids received after the submission deadline are considered late and will be returned to the
Bidder unopened.
15.2 Purchasing's time stamp clock is the official time of record. However, if the time stamp is
not available or broken, the date and time written on the bid receipt by Purchasing staff
shall be the time of record.
15.3 It is the sole responsibility of the Bidder to ensure timely delivery of the Bid to the
Purchasing Division. The City will not be responsible for failure of service on the part of the
U.S. Postal Office, courier companies, or any other form of delivery service chosen by the
Bidder to deliver before the bid due date and time.
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 8 of 33
15.4 Bids delivered to a City location other than the Purchasing Division will not be considered.
The Bid must be received by the Purchasing Division and stamped before deadline to be
considered.
16.0 MODIFICATION OR WITHDRAWAL OF BIDS
16.1 Modification of Bids: Bids may be modified in writing at any time prior to the bid
submission deadline.
16.2 Withdrawal of Bids: Bids may be withdrawn in writing, or by facsimile (provided that the
facsimile is signed by the Bidder) at any time prior to the bid submission deadline. A Bid
may also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the
bid submission deadline. A receipt of withdrawal must be signed by the Bidder. No Bids
may be withdrawn after the bid submission deadline without forfeiture of the Bid guarantee,
unless there is a material error in the Bid. Withdrawn Bids may be resubmitted, with or
without modifications, prior to the bid submission deadline. The City may require proof of
agency from the person withdrawing a bid.
17.0 OPENING OF BIDS
The Purchasing Division representative responsible for opening Bids shall personally and publicly
open all Bids timely received, reading each bid aloud.
18.0 EVALUATION FACTORS AND AWARD
18.1 Evaluation: Bidders may furnish pricing for all or any portion of the Solicitation (unless
otherwise specified). However, the City may evaluate and award the Contract for any item
or group of items shown on the Solicitation, or any combination deemed most
advantageous to the City. Bids that specify an "all or none" award may be considered if a
single award is advantageous.
18.2 Award. The Method of Award is detailed in Section 4, Part 2. (Note: A Bidder that does not
earn at least 50% of the technical points will be deem "non -responsive" and will not be
awarded a contract.)
18.3 Acceptance and Award of Bid: Acceptance and award of a Bid will be in the form of a
Purchase Order or a Contract. Subsequent Purchase Orders may be issued as
appropriate. The contents of a Bid Response shall become a part of the Contract. Under
no circumstances will the City be responsible for Goods or Services provided without a
Purchase Order issued by the City.
19.0 RESERVATIONS - The City expressly reserves the right to:
19.1 Specify approximate quantities in the Solicitation;
19.2 Extend the Solicitation opening date and time;
19.3 Consider and accept alternate Bids, if specified in the Solicitation, when most
advantageous to the City;
19.4 Waive as an informality, minor deviations from specifications provided they do not affect
competition or result in functionally unacceptable goods or services;
19.5 Waive any minor informality in any Bid or Solicitation procedure (a minor informality is one
that does not affect the competitiveness of the Bidder);
19.6 Add additional terms or modify existing terms in the Solicitation before the bid submission
deadline;
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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19.7 Reject a bid because of unbalanced unit prices bid;
19.8 Reject or cancel any or all Bids;
19.9 Reissue a Solicitation;
19.10 Procure any item by other means; and/or
19.11 Award to multiple vendors on a non-exclusive award basis, or primary and secondary
vendors.
20.0 POST -BID DOCUMENTS REQUIRED FROM BIDDERS
20.1 Certificates of Insurance: When insurance is required, the successful Bidder must provide
Certificates of Insurance in the amounts and for the coverages required to the Purchasing
Office within 14 calendar days after notification of award, or as otherwise required by the
Solicitation.
20.2 Business Equity Division Documents: If a Business Equity goal has been established for
the bid, the applicable documents must be submitted by all bidders wishing to continue in
the bid evaluation process within two (2) City business days after the bid opening date,
exclusive of the bid opening date, to the City location specified in the bid. Bidders shall
obtain a receipt from the appropriate department as evidence that the City received the
documentation.
20.3 Certificate of Interested Parties Form 1295: If the Purchase Agreement must be
approved by the City Council before execution, the successful bidder is required to
complete the Certificate of Interested Parties Form 1295 and submit the form to the
Purchasing contact listed in the solicitation before the purchase/contract will be presented
to the City Council. The form may be completed at
httDs://www.ethics.state.tx.us/whatsnew/elf info form1295.htm.
21.0 PROTEST PROCEDURE
21.1 Vendors who respond to Invitations to Bid have the right to protest the solicitation process
or the bid award if they believe that there has been any impropriety or unfair criteria in the
process.
21.2 The Vendor must submit any protest in writing to the Senior Purchasing Manager within 14
days after the Vendor knows, or should have known, of the facts relating to the proposed
action or award.
21.3 The Senior Purchasing Manager, or designee, is authorized to resolve a protest concerning
a purchasing action through telephone discussions, mail, e-mail or in person meetings with
the protesting Vendor.
21.4 After discussions or meetings, the Senior Purchasing Manager or designee will issue a
decision in writing, state the reasons for the action taken and inform the protesting Vendor
of the right to review by a panel made up of City staff.
21.5 A City protest review panel will consist of an Assistant City Attorney, a representative of the
operating department, the Senior Purchasing Manager and any other appropriate
personnel or employees of the operating department.
21.6 If the panel is unable to resolve the protest, or if the panel makes a decision with which the
Vendor does not agree, the protesting Vendor will be invited to attend the City Council
meeting at which the recommended award is to be presented to the City Council and make
known his/her concerns. The protesting Vendor will be instructed to arrive prior to the start
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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of the City Council meeting and complete a card requesting to speak concerning the
particular Mayor and Council Communication document (M&C) in question.
21.6.1 Vendors wishing to speak before the City Council should review the rules for
registering to appear before City Council located at:
httr):Hfortworthtexas.qov/citvsecretarv/info/default.asr)x?id=2914 on the City's
website.
22.0 COOPERATIVE PURCHASING
22.1 Should other governmental entities decide to participate in this contract, Bidder, shall
indicate in their proposals whether they agree that all terms, conditions, specification, and
pricing would apply.
22.2 If the successful Bidder agrees to extend the resulting contract to other governmental
entities, the following shall apply: Governmental entities within utilizing Contracts with the
City of Fort Worth shall be eligible, but not obligated, to purchase material/services under
this contract(s) awarded as a result of this solicitation. All purchases by governmental
entities other than the City of Fort Worth shall be billed directly to that governmental entity
and paid by that governmental entity. The City of Fort Worth shall not be responsible for
another governmental entity's debts. Each governmental entity shall order its own
material/services as needed
R-i,cd 69.22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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1.0
2.0
PART — 2
SCOPE OF SERVICES/SPECIFICATIONS
SCOPE
1.1 The City of Fort Worth (City) seeks bids to finalize a non-exclusive agreement with multiple
vendors for repair services of City -owned heavy and light duty, marine, and turf vehicles for
the Property Management Department on an "as needed" basis. Prospective responding
bidders should ensure they download all attachments for complete responses and
understanding of the agreement the City intends to award from this solicitation. The
successful bidder(s), known hereafter as "Contractor"/`Vendor."
1.2 This Agreement shall begin on the date stated in Purchase Order ("Effective Date") and
shall expire on upcoming September 30th, ("Expiration Date"), unless terminated earlier in
accordance with this Agreement ("Initial Term"). Upon the expiration of the Initial Term, the
Agreement shall renew automatically under the same terms and conditions for up to four
(4) one-year renewal periods (October 1 to September 30), unless City or Vendor provides
the other party with notice of non -renewal at least 60 days before the expiration of the Initial
Term or renewal period. However, if funds are not appropriated, the City may cancel the
Agreement 30 calendar days after providing written notification to the Contractor / Vendor.
1.3 The quantities listed on the bid solicitation are only estimates based on previous usage and
do not indicate intent to purchase or a guarantee of future business. The City is obligated to
pay for only those services actually ordered by an authorized City employee and then
received as required and accepted by the City.
1.4 Following the award, additional services of the same general category that could have
been encompassed in the award of this Agreement, and that are not already on the
Agreement, may be added based on the discount bid and price sheet provided with the bid.
1.5 Unit prices shall include all costs associated with the specified work, including but not
limited to handling, delivery, fuel charges, fees and certifications fees. NO ADDITIONAL
CHARGES WILL BE ACCEPTED OR PAID BY THE CITY.
1.6 Any services that have been omitted from this scope of service that are clearly necessary
or in conformance shall be considered a requirement although not directly specified or
called for in the scope of services.
1.7 The submission of a bid by the bidder shall be considered evidence of compliance with
these requirements.
TENTATIVE SCHEDULE OF EVENTS
TASK DATE
ITB Release Date October 26, 2022
Pre -Bid Conference November 9, 2022
Deadline for Questions November 10, 2022 at
5PM (Local Time)
Answers Posted November 15, 2022
ITB Responses Due Date AT 1:30 p.m. (Local Time) December 1, 2022
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 12 of 33
Rc i,cd 69.22c
Recommended Vendor Selection
Mayor and Council Consideration
December 2022
January 2023
Contract Execution February 2023 1
3.0 CHANGE IN COMPANY NAME OR OWNERSHIP - The Vendor shall notify the City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of
maintaining updated City records. The president of the company or authorized official must sign the
letter. A letter indicating changes in a company name or ownership must be accompanied with
supporting legal documentation such as an updated W-9, documents filed with the state indicating
such change, copy of the board of director's resolution approving the action, or an executed merger
or acquisition agreement. Failure to do so may adversely impact future invoice payments.
4.0 VENDOR REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED
4.1 The Vendor shall:
4.1.1 Have a minimum of two (2) years of experience conducting services similar or
related to the Scope of Services.
4.1.2 Have and operate a full-time, permanent business address with the ability to be
reached by email and telephone within 75 miles of City Hall, 200 Texas Street.
5.0 METHOD OF AWARD
5.1 Bids will first be evaluated based upon bids received from a responsible bidder that
presents the best value to the City. A responsible bidder is defined as a bidder that:
5.1.1 Meets all the requirements listed in Section 5, Part 2.
5.1.2 Submits a completed bid package within the stated deadline and in accordance
with the bid specifications.
5.2 Bids that do not receive 50% or more of the total available points, excluding the points for
price, will be deemed non -responsive.
5.3 The following criteria will be used to determine the best value:
5.3.1 Cost of service — up to 35 points
5.3.2 Vendor's Qualifications, Experience, and References — up to 30 points
5.3.3 Availability of resources to provide services (personnel) — up to 20 points
5.3.4 Vendor's approach to perform services — up to 15 points
5.4 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.
5.5 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 has previously failed to perform properly or complete on time
agreements of a similar nature.
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ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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7.0
5.6 The City reserves and shall be free to exercise the right to evaluate bid in relation to
performance record of bidder with the City itself, another municipal corporation of like size,
or private corporations during the past two-year period. Such precautions are deemed to be
in the public interest inasmuch as Vendor failure or inability to furnish items within the
prescribed time can create emergency situations and impose unnecessary hardship on
both the City as a municipal corporation and the public at large.
5.7 The evaluation factors listed above will be applied in a comparative manner to all eligible,
responsive bids. Award may be made without discussion with Bidders after bids are
received. Bids should, therefore, be submitted on the most favorable terms.
5.8 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.
5.9 If Attachment C, Local Preference, is completed by any Bidder, the City will review the
Attachment to determine whether Local preference will apply to the award.
DEFINITIONS
City The City of Fort Worth
Heavy-duty Vehicles Vehicles with a Gross Vehicle Weight over 10,000 pounds. NAFA Class codes
(7000-9000).
Light Duty Vehicles Vehicles with a Gross Vehicles Weight under 10,000 pounds. NAFA Class
codes (1000-4999).
Original Equipment (Original Equipment Manufacturer) is a company that supplies equipment to
Manufacturer (OEM) other companies to resell or incorporate into another product using the
Vendor's brand name. It also may be used to refer to the company that
acquires a product or component and reuses or incorporates it into a new
product with its own brand name.
TYPES OF VEHICLES AND EQUIPMENT
Up to 3,000 on -road and 1,600 off -road vehicles and equipment including, but not limited
to:
Types of HEAVY & LIGHT Duty Equipment
Air Compressors/Equipment
Asphalt/Paving Equipment
Boats
Bucket Trucks
Container Trucks
Dump Trucks
Fire Trucks
Fork Lifts
Fuel Trucks
Generators/Power Generation Units
Golf Carts
Heavy -Duty Trailers
Motor Homes
Mowers
Off -Road Equipment
Scissor/Man Lifts
Sewer Equipment
Sweepers
Trailers (heavy and light)
Tracker
Transfer Trucks
VIP
Watercraft
Water Tankers
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Rc i,cd 69.22c
:I
MANUFACTURERS
Acura
Allison
Altec
Artie Cat
Aquatech
Bendix
Bertram
Big Tex
BMW
Boston Whaler
Buick
Caddo Manufacturing
Cadillac
Champion
Chaparral
Chevrolet
Cub Cadet
Cummins
Custom- Chris Trim
Custom- Lawhon
Custom- Tommy Gate
Custom- Youngs
Delta Rigging
Detroit
Dodge
Doosan
Duetz
Manufacturers including but not limited to:
Eaton
E-One
Ford
Freightliner
GMC
Honda
Husgvarna
Hyundai
Infiniti
International
Interstate Trailers
Isuzu
Jacobsen
JCB
Jeep
JLG
John Deere — Green
(AG)
John Deere (yellow iron)
Kawaski
Kenworth
Kia
Kobelco
KTM
Kubota
9.0 VENDOR RESPONSIBILITIES — Vendor shall
Lexus
Lincoln
Mack
Mazda
M&D
Mercedes/ Sprinter
Meritor
Metro
Mitsubishi
Muncie
National Crane
New Holland
Nissan
Onan Generators
Peterbilt
Pierce (Fire Apparatus)
Pioneer
Pipehunter/ Jeteye
Progard
Ram
Rivian
ROM Corp
Rosenbauer
Scag
Snapper Spartan
Spitzlift
Sterling
Stellantis (Chrysler)
Subaru
Tennant
Terex
Texas Steer
Toro
Toyota
Tracker
Twister
Vac -Con
Vactor
Verneer
Versalift
Volkswagen
Volvo
WABCO
Wacker
Whelen
White River Marine
Yamaha
Zodiac
Zodiac Nautic
9.1 Provide the City with an acceptable level of service in terms of cost, time, and
workmanship. Upon return and inspection of services completed, PMD Fleet personnel will
notify the vendor if any issues regarding the services or parts are found to be
unsatisfactory. Vendor(s) will be given the opportunity to correct. Failure of the vendor to
correct services or parts to a satisfactory condition will be considered grounds for
terminating any agreement between said vendor and the City.
9.2 Be required to perform the work using the most up-to-date and appropriate methods
available for said work under industry standards. This includes, but is not limitedto, all
suitable repair equipment and parts to insure the satisfactory execution of any repair or
installation.
9.3 Provide the City priority service, as many City vehicles are utilized for public safety and
emergency response. Expeditious turn -around is critical to City operations. However,
additional fees for priority services are prohibited.
9.4 Receive written authorization from PMD Fleet Supervisor or designated personnel before
diagnosing, repairing, and servicing vehicles and equipment for the City of Fort Worth's (the
"City") Fleet of vehicles and equipment.
Revisal 6A9 21c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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9.5 Vendors are encouraged to provide industry training and certification documentation on
their personnel. Certifications could include, the National Institute for Automotive Service
Excellence (ASE) or Manufacturer required training, which qualifies the vendor to perform
said work.
10.0 RESPONSE TIMES AND LOCATIONS
10.1 Vendor shall respond to written authorization within 24-48 hours.
10.2 Vendor shall respond and supply requested materials or services required during regular
business hours within the response time (DELIVERY) from receipt of request in the
proposals solicitation page or less including shipment by mutual agreement from the time
original request is made
10.3 Vendors, which provide delivery service, shall return completed vehicles to the Fleet
Service Center, Monday through Friday between 7:30 a.m.— 9:30 p.m. unless expressly
authorized by the Fleet Service Center Supervisor(s) or their designee. Any deviation from
this timeframe shall require written approval from the Fleet Service Center Supervisor(s) or
their designee
10.4 After hours shall be considered from Friday at 9:31 pm through Monday at 6:59 am.
10.5 Fleet Service Center locations:
Service Center Location
Brennan Body Shop 2500 Brennan Street, Fort Worth, TX 76106
James Avenue Service Center 5021 James Avenue, Fort Worth, TX 76115
Northside Service Center 301 Hillshire Drive, Fort Worth, TX76131
Southside Service Center 4100 Columbus Trail, Fort Worth, TX 76133
Water Service Center 2222 West Daggett, Fort Worth, TX 76102
11.0 PARTS
11.1 All parts utilized in repairs, replacements or installations on City vehicles and equipment
must be new unless otherwise requested by PMD Fleet personnel. Any rebuilt or
remanufactured parts can be considered but must be approved in writing by City PMD Fleet
personnel prior to being utilized by a vendor
11.2 Vendor shall warranty and/or guarantee all work and products supplied under this
Agreement against any defects in design, workmanship, materials and failure to operate
satisfactorily. Each product shall be constructed to the highest industry standards. Products
manufactured of poor workmanship will not be accepted.
11.3 The City reserves the right to supply parts as the City determines is necessary.
11.4 Vendor may charge a cost plus (+) for parts. The cost should be available for review by the
City as requested. There are no guarantees the City will accept or held financially or liable
for costs outside of labor and materials/ parts if the submitted pricing is deemed excessive
by the evaluation panel.
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ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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12.0 ESTIMATES
12.1 Vendor shall provide written or electronically produced estimates to PMD Fleet personnel
before the start of any work. The estimates must be emailed to the PMD Fleet employee(s)
and/or PMD Fleet facility location who requested the services to be completed.
12.2 Estimates shall be approved and authorized by PMD Fleet personnel in writing via email
with the purchase order number prior to work being performed. Verbal approvals should not
be considered.
12.2.1 Fleet shall create the necessary work order for tracking.
12.2.2 Vendor shall be notified, via email, of repairs needed and/or diagnosis from
Fleet.
12.2.3 Vendor shall identify the repair direction and shall email an estimate with
specific details of the repairs needed regardless of warranty or non -warranty.
12.2.4 Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL
cases.
12.2.5 Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
12.2.6 PMD Fleet shall issue a purchase order for billable repairs via email. Repairs
are NOT to be performed until a purchase order has been issued in writing from
PMD Fleet Division. This ensures proper tracking and documentation are in
place for the Vendor and the City.
12.2.7 Vendor may charge an hourly non -warranty labor rate per service, a cost "+" for
parts, a diagnostic fee (detailed out), and any applicable transportation fees
(Pick-up & Delivery Inclusive), if any. There are no guarantees the City will
accept or held financially or liable for costs outside of labor and materials/ parts
if the submitted pricing is deemed excessive by the evaluation panel.
12.2.8 The City may pay for sub -vendor/ sublet items at sublet cost plus (+) on the
Vendors bid submission.
12.3 Final submitted invoices submitted to the City for work performed should always match the
final estimate received by the City. All revised estimates must be approved in writing prior
to billing.
12.4 If City vehicle or equipment is serviced by a Vendor for warranty work, an estimate
provided by the Vendor to the City shall state 'Warranty Service'.
12.5 All estimates provided by vendors will be quoted on a `time and materials' basis unless the
service is subcontracted, adherence to the agreed upon contract rate(s) and itemized to
illustrate the cost of each of thefollowing, if applicable, to the service or work performed.
12.5.1 Estimates shall include number of and cost of part(s) to be installed.
12.5.2 Estimates shall include cost of labor to perform repair and/or installation;
itemized by number of labor hours per labor line.
12.5.3 Estimates shall include itemized inspection/diagnostic fees.
12.5.4 Transportation fees, if any, Pick-up & Delivery Inclusive.
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12.5.5 Miscellaneous shop fees will not be allowed. These costs should be broken
down in Labor, Parts, or established fees defined in the bid lines. This should be
considered when bidding applicable costs in the other time and materials
categories.
12.5.6 Travel charges for mobile services will be considered and must be itemized.
Standard flat fees will not be considered.
12.6 Fleet shall create necessary work order for tracking
12.7 Vendor shall be notified, via email, of repairs needed and/or diagnosis from PMD Fleet
12.8 Vendor shall identify the repair direction and shall email an estimate with specific details of
the repairs needed regardless of warranty or non -warranty.
12.9 Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.
12.10 PMD Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
12.11 PMD Fleet shall issue a purchase order for billable repairs via email. Repairs with a cost
associated to the City are NOT to be performed until a purchase order has been issued in
writing from PMD Fleet. This ensures proper tracking and documentation are in place for
the Vendor and the City.
13.0 WASHING AND INTERIOR DETAILING
13.1 Standard wash, and wax of the exterior of everyday vehicles. Clean the vehicle's interior
dash, doors, and console, of any dust and trash. Vacuum front and back floorboards.
14.0 LAWS. REGULATIONS. AND ORDINANCES
14.1 The Vendor shall be responsible for meeting all Federal: laws, ordinances and regulations;
State: laws, ordinance and regulations; County: laws, ordinances and regulations; and City:
laws, ordinances, and regulations for safety of people, environment, and property. This
includes, but is not limited to, all Federal, State, County, and City Agencies, Administrations
and Commissions such as the Environmental Protection Agency (EPA), Occupational
Safety and Health Administration (OSHA), and the Texas Commission on Environmental
Quality (TCEQ). In the event any law, regulation or ordinance becomes effective after the
start of this Agreement, the Vendor is required to comply with new policy. Any mandates
requiring the City to comply with new guidelines will also require the Vendor to comply.
15.0 INVOICING REQUIREMENTS
15.1 The City of Fort Worth has begun implementing an automated invoicing system.
15.2 The Vendor shall send invoices electronically to our centralized Accounts Payable
department invoice email address: supplierinvoicesn-fortworthtexas.aov. This email
address is not monitored so please do not send correspondence to this email address.
The sole purpose of the supplier invoices email address is to receipt and process supplier
invoices.
15.3 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_FW013-
0000001234)
15.4 To ensure the system can successfully process your invoice in an expedient manner,
please adhere to the following requirements:
Revisal 6A9 22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 18 of 33
• All invoices must be either a PDF or TIFF format.
• Image quality must be at least 300 DPI (dots per inch).
• Invoices must be sent as an attachment (i.e. no invoice in the body of the email).
• One invoice per attachment (includes PDFs). Multiple attachments per email is
acceptable but each invoice must be a separate attachment.
• Please do not send handwritten invoices or invoices that contain handwritten notes.
• Dot matrix invoice format is not accepted.
• The invoice must contain the following information:
• Supplier Name and Address;
• Remit to Supplier Name and Address, if different;
• Applicable City Department business unit# (i.e. FW013)
• Complete City of Fort Worth PO number (i.e. the PO number must contain all
preceding zeros);
• Invoice number;
• Invoice date; and
• Invoices should be submitted after delivery of the goods or services.
15.5 To prevent invoice processing delays, please do not send invoices by mail and email and
please do not send the same invoice more than once by email to
suoplierinvoices(o-)fortworthtexas.aov. To check on the status of an invoice, please contact
the City Department ordering the goods/services or the Central Accounts Payable
Department by email at: ZZ FIN AccountsPavable(a�fortworthtexas.aov.
15.6 If you are unable to send your invoice as outlined above at this time, please send your
invoice to our centralized Accounts Payable department instead of directly to the individual
city department. This will allow the city staff to digitize the invoice for faster processing.
15.7 If electronic invoicing is not possible, you may send your paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable
200 Texas Street
Fort Worth, Texas, 76102
The City's goal is to receive 100% of invoices electronically so that all supplier payments
are processed efficiently. To achieve this goal, we need the Vendor's support.
If Vendor has any questions, please contact the Accounts Payable team at (817) 392-2451
or by email to ZZ FIN AccountsPavable(a)fortworthtexas.gov.
15.8 Vendor shall not include Federal, State of City sales tax in its invoices. City shall furnish a
tax exemption certificate upon Vendor's request
16.0 UNIT PRICE ADJUSTMENT
16.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to one
time Quarterly. Price Adjustment means an unplanned or unanticipated change, upward or
downward, from the established contract price that is supported by demonstrated Price
Adjustment Justification. A request for a Price Adjustment must be initiated by the Vendor.
Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the
sole discretion of the City to determine whether an adjustment is necessary and/or
acceptable.
16.2 Quarterly means the City's Fiscal year quarters, being each of the three (3) month periods
the first of which begins October 1. Quarter (Q) 1: October 1 — December 31; Q2: Jan 1 —
March 31; Q3P: April 1 — June 30; Q4: July 1 — September 30.
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16.3 Price Adjustment Justification means documentation supporting a requested Price
Adjustment and showing an objectively verifiable basis for a change in price due to the
documented impact of economic conditions on labor, equipment, or materials. Examples of
possible Price Adjustment Justification include, but are not limited to, cost indexes, and/or
updated supplier price sheets. It is within the sole discretion of the City to determine
whether Price Adjustment Justification is sufficient and/or acceptable.
16.4 The Vendor must submit its Price Adjustment request, in writing, at least 60 days before the
effective period (1st day of a new quarter). The Vendor must provide all Price Adjustment
Justification, as defined above, at the time of its request for a Price Adjustment.
16.5 If the City, in its sole discretion, concludes that the requested Price Adjustment is
unreasonable or not fully supported by adequate Price Adjustment Justification, the City
reserves the right to adjust the rate increase, or reject the requested Price Adjustment in its
entirety and allow the contract to expire at the end of the contract term. If the City elects not
to accept a requested Price Adjustment, the Purchasing Division may issue a new
solicitation.
16.6 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in
extensions or totals, the unit prices offered will govern.
16.7 Upon expiration of the Agreement term the successful bidder, agrees to hold over under
the terms and conditions of this Agreement for a reasonable period of time to allow the City
to re -bid an Agreement, not to exceed ninety (90) days. Vendor will be reimbursed for this
service at the prior Agreement rate(s). Vendor shall remain obligated to the City under all
clauses of this Agreement that expressly or by their nature extends beyond and survives
the expiration or termination of this Agreement.
16.8 Delivery of goods and/or services shall not be suspended by the Vendor without a 30 day
prior written notice to the Purchasing Manager.
16.9 Only Published price changes will be accepted. Prices that were in effect at the time of
order placement shall take precedence.
17.0 INSURANCE REQUIREMENTS — The Vendor shall carry insurance in the types and amounts for
the duration of this contract as listed in the draft service agreement, Attachment D to this
solicitation, and furnish certificates of insurance along with copies of policy declaration pages and
policy endorsements as evidence thereof.
18.0 PERFORMANCE - Failure of the City to insist in any one or more instances upon performance of
any of the terms and conditions of this Agreement shall not be construed as a waiver or
relinquishment of the future performance of any terms and conditions, but the Vendor's obligation
with respect to such performance shall continue in full force and effect.
19.0 SUBCONTRACTING - No subcontracting of the work under this contract will be allowed without
written permission from the City.
20.0 HAZARDOUS CONDITIONS
20.1 The Vendor is required to notify the City immediately of any hazardous conditions and/or
damage to any property.
20.2 Hazardous materials shall be handled with care and workers shall wear Personal Protective
Equipment (PPE) while handling hazardous material. If there are questions regarding how
to dispose of materials, the Vendor shall contact City of Fort Worth Code Compliance at
817-392-1234.
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20.0 CONTRACT ADMINISTRATION AND TERMINATION
20.1 Contract administration will be performed by the City Department. In the event the Vendor
fails to perform according to the terms of the agreement, The Department head or his/her
designee will notify the Vendor, in writing, of its failures. A meeting may be arranged to
discuss the Vendor's deficiencies. A written cure notice may be prepared giving the
Vendor 14 calendar days to cure any deficiency.
20.2 In the event the Vendor continues with unsatisfactory performance, the department will
promptly notify the Purchasing Manager who will take appropriate action to cure the
performance problem(s), which could include cancellation, termination for convenience or
default. If the agreement is terminated for default, the Vendor may be held liable for excess
cost and/or liquidated damages.
20.3 The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered, subject to offset for damages and other amounts which are, or
which may become, due and owing to the City.
20.4 The City reserves the right to terminate this agreement, or any part hereof, for its sole
convenience. In the event of such termination, the Vendor shall immediately stop all work
hereunder and shall immediately cause any and all of its suppliers and subVendors to
cease work. Subject to the terms of this agreement, the Vendor shall be paid a percentage
of the agreement price reflecting the percentage of the work performed prior to the notice of
termination, plus reasonable charges the Vendor can demonstrate to the satisfaction of the
City using its standard record keeping system, have resulted from the termination.
However, in no event shall the total of all amounts paid to the Vendor exceed the
agreement price. The Vendor shall not be reimbursed for any profits which may have been
anticipated, but which have not been earned up to the date of termination.
21.0 RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT
21.1 If the Federal award meets the definition of "funding eCFR — Code of Federal Regulations
agreement' under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into
a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work
under that "funding agreement," the recipient or subrecipient must comply with the
requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations
and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency.
22.0 CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT
22.1 Vendor shall comply with all applicable standards, orders or regulations issued pursuant to
the Clean Air Act (42 U.S.C. 7401-7671 q) and the Federal Water Pollution Control Act as
amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding
agency and the Regional Office of the Environmental Protection Agency (EPA).
23.0 DEBARMENT AND SUSPENSION
23.1 Per Executive Orders 12549 and 12689, a contract award (see 2 CFR 180.220) shall not
be made to parties listed on the government -wide exclusions in the System for Award
Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement
Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989
Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties
declared ineligible under statutory or regulatory authority other than Executive Order
12549.
Revisal 6A9 22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 21 of 33
24.0 BYRD ANTI -LOBBYING AMENDMENT (31 U.S.C. 1352)
24.1 Firms that apply or bid for an award exceeding $100,000.00 must file the required
certification. Each tier certifies to the tier above that it will not and has not used Federal
appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each
tier must also disclose any lobbying with non -Federal funds that takes place in connection
with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the
non -Federal award.
24.2 Bidders shall provide proof of Byrd Anti -Lobbying Amendment certification filings with their
bid, if the bid exceeds $100,000.00.
25.0 RIGHT TO AUDIT
25.1 Vendor agrees that City shall, until the expiration of three (3) years after final payment
under the Agreement, have access to and the right to examine any directly pertinent books,
documents, papers and records of Vendor involving transactions relating to the Agreement.
Vendor agrees that City shall have access during normal working hours to all necessary
Vendor facilities and shall be provided adequate and appropriate workspace in order to
conduct audits in compliance with the provisions of this section. City shall give Vendor
reasonable advance notice of intended audits
26.0 NO BOYCOTT OF ISRAEL
26.1 If Vendor has fewer than 10 employees or this Agreement is for less than $100,000,
this section does not apply. Vendor acknowledges that in accordance with Chapter 2271
of the Texas Government Code, the City is prohibited from entering into a contract with a
company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the contract. The terms "boycott Israel" and "company" has the meanings ascribed to those
terms in Section 2271 of the Texas Government Code. By signing this Agreement,
Vendor certifies that Vendor's signature provides written verification to the City that
Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
27.0 PROHIBITION ON BOYCOTTING ENERGY COMPANIES
27.1 Vendor acknowledges that in accordance with Chapter 2274 of the Texas Government
Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the City is prohibited from
entering into a contract for goods or services that has a value of $100,000 or more that is to
be paid wholly or partly from public funds of the City with a company with 10 or more full-
time employees unless the contract contains a written verification from the company that it:
(1) does not boycott energy companies; and (2) will not boycott energy companies during
the term of the contract. The terms "boycott energy company" and "company" have the
meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as
added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To the extent that Chapter 2274 of the
Government Code is applicable to this Agreement, by signing this Agreement, Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not boycott energy companies; and (2) will not boycott energy companies during the
term of this Agreement.
Rc i,cd 69.22c
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28.0 PROHIBITION ON DISCRIMINATION AGAINST FIREARM AND AMMUNITION INDUSTRIES
28.1 Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is
prohibited from entering into a contract for goods or services that has a value of $100,000
or more that is to be paid wholly or partly from public funds of the City with a company with
10 or more full-time employees unless the contract contains a written verification from the
company that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade
association. The terms "discriminate," "firearm entity" and "firearm trade association" have
the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as
added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that Chapter 2274 of the
Government Code is applicable to this Agreement, by signing this Agreement, Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not have a practice, policy, guidance, or directive that discriminates against a firearm
entity or firearm trade association; and (2) will not discriminate against a firearm entity or
firearm trade association during the term of this Agreement.
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ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
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ATTACHMENT - A
CONFLICT OF INTEREST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or
seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity
(i.e. The City of Fort Worth) must disclose in the Questionnaire Forms CIQ ("Questionnaire") the person's
affiliation or business relationship that might cause a conflict of interest with the local governmental entity.
By law, the Questionnaire must be filed with the Fort Worth City Secretary no later than seven days after
the date the person begins contract discussions or negotiations with the City, or submits an application or
response to a request for proposals or bids, correspondence, or another writing related to potential
agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176.
A copy of the Questionnaires Form CIQ is enclosed with submittal documents. The form is also available at
http://www.ethics.state.tx.us/forms/CIQ.pdf.
If you have any questions about compliance, please consult your own legal counsel. Compliance is the
individual responsibility of each person or agent of a person who is subject to the filing requirement. An
offense under Chapter 176 is a Class C misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business relationship that you might
have with the City, state Vendor name in the # 1, use N/A in each of the areas on the form.
However, a signature is required in the #7 box in all cases.
R-i,cd 69.22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 24 of 33
CONFLICT OF INTEREST QUESTIONNAIRE
For +r2ndar doing bus Inz?ss W t h local govern mental en#ilty
This quesdonnaire reflects changes made ro the law by FLB. 23. 941111 Leg., Regutar Session
This questfGnnaire is 1tefng filed in ar mrdanca with Cziapter 17fi, Loyal Government Code, by a -vendor who
has a busfnass relwionship as defined by 5action 176A41(1 al with a bcal govoimrnanlai entity and the
vardx meats requiremanls under SecdGn 176_10Wa)_
fay taw thss quastionnaira must be filed with the records adminiBtrator otthe bca3 gouarronenve on* not leiar
t W to 7tl1 btls>iness day after to data the vendor beoomas awara of fads that requae the :91monnow to be
filed. Sge Section 176.uWa-1), Local Govemmenr Code_
A vendor commits an fllfansg if the vandar knowhi* vlDtaies. Saclian 17o.006, Local. government !:soda_ An
offense undw this section is a msclemearlor_
-11 fdanv ofvendarwho has a fo-usirwms relationship with focal governmental eniity.
TOW, 9j 101
OFFICE USE ONLY
Dabe REcswed
J
Check this box#you are filing an updfah§ toapreviously filed quesGonnaim. (The law requires 111a[yau file an updated
completed questionnaire witn t'ie appropriate filfrlg authority not later than the 7th business day after the date on which
you became aware that tho Drigirially f%led questionnaire was irrcorrrplefa or inaccurate.)
J Name of local government officer about whom the' information is being disclosed _
Name of Oft --er
J Describe each amploymem or other business relationship with the local gougmment officer. or o family member of Ifle
officer, 2sdescritedbySectionl74i.01)Naj(2)(A). Al:sodescribsany farnilymlationshipwith ltrelocalgov,rmmentofficer.
Complete subparls A and B for each employment or business Telationship described. Attach additional pages to this Form
CIO as necessnny.
A. is tie local government officer or a family rnember of the officer receiving or likely to receive taxabtg income_
Dther Ehan investment income, from the vendor?
Yim =Flo
B. is thevendar ra eewing or likely to receive taxable income, other than irrvastmem income, from oraaithe direction
of Iha local gavemment officer OF a family merrrbar of the officer AND the taxable income is not received from the
lWal governmental entity?
Yes = No
Describe each employment a business melationship that thevendor namgmd in Section 1 maintains wuh a corporation or
other business entity with respect Ito which the local government officer serves as an officer or director. or molds an
ownership interest of one percent or more.
GI
El Cheek this boa if the vendor has given the larval gD3rernment officer or a family member of the affimr arse or more gift
as descrbed in S4rcctiozi 175.063(a}(P}(B} excWing gifts described in Saalion 176.Od3(a-1 j.
71
Sgmlrua of vGrdx doing business wilh the gKNernmentBl enAy Et ft
Form provided by Texas Ethics Commissian wrxw.Grhfcs.state. tx.ut Revved 111=1
Raid 6.9.22cc
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 25 of 33
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental antity
A complete copy of Chapter 176 of ►he Local 0ovemment Code may be tound at http:�Niww.slalutes-legis-state-N-us+
DocvLG+htnVLG 17G.him. For easy reference, below are some of the sections cited on this form-
LocaI Government Code 4176.00111-a}: "Business reladonshfr means a connection between two or more parties
based an commercial activity ofone of the parties. The term does not include a connection based on:
(A) atransactifln that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, slate, or local governmental entity,
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regu laf exami nation by, and reporting to, that agency.
Local Cove mment Cade 4176.003{al VA) and f B}:
(a) A local government officer shall file a conflicts disclosure statement w ith respect to avendor if:
(2) thevendor:
(A) has an employment or other business rel ationsh ip with the Local government officer or a
family member of the officer that results In the Officer or family member Feceiving taxable
income. outer than irroestmerit income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) acontraclbetweenthelocalgovernmentalentityandvendorhasheenexecuted;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor,
(B) has gtven to the local government officer or a farnilly member of the -off iGer Dne or more gifts
that have an aggregate value of more than $100 in the 12- nonth period preceding the date the
officer becomes aware chat:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a cor tractwith the vender -
Local Government Code A 176.006(a1 and {a-1)
(a) Avendor shall file a oompleted conflict of interest questionnaire if the vendor has a business retationst5ip
with a local governmental entity and:
(1) has an emp loyment or other busi ness relationship with a local govemment Officer of th at local
governmental entity, or a family member of the officer. described by Section 176-003(a)(2) (A):
(2) has given a Iota l government officer of that Local governmental entity, or a family member of the
ef#rcer, one or more gKs with the aggregate value specified by Section 176-003(a)(2}(B), excluding any
gilt described by Section 176.D03(a-1)1 or
�3) has a family relationship with a local government offices of that local governmental entity-
{a-1) The completed conflict of inlerest questionnaire must be fliedwith the appropriate records administrator
not I ater than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity-, or
(B) submits to the local governmental entity an application, response to a request f or prWGsals
or bids, correspondence, or another writing related to a potential contract with the local
governmeml. entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer, described by Subsection (a);
(B) that: the ven dor has given one or more gifts described by Subsection (a); or
(C) of a family rel ationsh ip with a local government oMcer-
Form pruv dad by Taos F:Ihks Comrmssion mrw-ethscs.state-lx.us 9emEed 111fM1
Revised 6.9.22cc
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 26 of 33
ATTACHMENT - B
CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS
Section 2-14 of the Fort Worth Code of Ordinances authorizes the City Council, when considering
competitive sealed bids, to enter into a contract for certain purchases with a bidder whose principal
place of business is in the corporate limits of the City of Fort Worth and whose bid is within 3 or 5
percent of the lowest bid, depending on the value of the request and goods or services requested, if
the lowest bid is from a business outside the municipality and contracting with the local bidder
would provide the best combination of price and other economic benefits to the municipality.
Requests to be considered a local business must be submitted on this form with bid packages to be
considered by the City of Fort Worth. Questions should be addressed to the Purchasing staff listed in the
bid or request package.
The Fort Worth City Council requires the following information for consideration of location of a bidder's
principal place of business. Add additional sheets if needed to provide this information.
1. Locational Eligibility: Principal Place of Business in Fort Worth, Texas.
Do you have a Fort Worth office? If yes, identify address:
What percentage of estimated gross company sales
Worth? "Originating in Fort Worth" shall mean payable
50%]
2. Economic Development opportunities resulting from contract.
Number of Fort Worth resident -employees?
(worldwide) are sales originating in Fort
at the Fort Worth office. [must exceed
Amount of City of Fort Worth ad valorem taxes (real and business personal property) paid by
company (for prior tax year — Fort Worth office or former location, if Fort Worth office is newly -
established)?
Certification of information:
The undersigned does hereby affirm that the information supplied is true and correct as of the date
hereof, under penalty of perjury.
(Company Name) (Date)
(Signature) (Printed Name and Title)
Revisal 6A9 21c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 27 of 33
ATTACHMENT C — VENDOR CONTACT INFORMATION
Vendor's Name:
Vendor's Local Address:
Phone: Fax:
Email:
Name of persons to contact when requesting services or billing questions:
Name/Title
Phone: Fax:
Email:
Name/Title
Phone: Fax:
Email:
Name/Title
Phone: Fax:
Email:
Will your company accept P-card payments? yes no
Signature Printed Name Date
R-i,cd 6922-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 28 of 33
ATTACHMENT D — DRAFT VENDOR SERVICE AGREEMENT
The draft service agreement is attached as a separate document.
R-i,cd 6922-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 29 of 33
ATTACHMENT E — VENDOR QUALIFICATION QUESTIONNAIRE
The information provided on this questionnaire and in the bid submittal will be used to evaluate your bid.
Please answer each question thoroughly. Answers may be provided on a separate sheet as long as each
response is labeled according to the question.
1. Date your company was established?
2. How many years has your organization been in business under its present name?
a. List any former names your organization has operated under and the timeframe(s).
3. Have you ever defaulted on a contract? If so, why were you unable to fulfill the obligation?
4. Is your company's facility within 75 miles of downtown Fort Worth? F]Yes F_1 No
5. What is your facility address and hours of operation:
6. Please check the equipment your company is able to work on:
_Air Compressors/ Equipment
_Asphalt/ Paving Equipment
_Boats
_Bucket Trucks
_Container Trucks
_Dump Trucks
_Fire Trucks
_Fork Lifts
_Fuel Trucks
_Generators/ Power Generation Units
_Golf Carts
_Heavy -Duty Trailers
Motorcycles
_Motor Homes
_Mowers
_Off -Road Equipment
_Scissors/ Man Lifts
_Sewer Equipment
_Sweepers
_Trailers (heavy and light)
_Tracker
_Transfer Trucks
_VIP
_Watercraft
_Water Tankers
Please list any other equipment that is not listed above:
Rc i,cd 69.22c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 30 of 33
7. Please list what primary manufacturers your company is able to work on.
8. How many mechanics/ technicians does your company have on staff?
9. Does your company's mechanics and technicians, have any certifications or licenses?
0 Yes 0 No
If you marked yes please list the certifications and/or licenses:
10. Does your company offer delivery service? 0 Yes F] No
11. What is your company's warranty policy?
12. Does your company subcontract work? F]Yes F-1 No
If yes please list the type of work that is subbed out:
13. Please provide a detailed explanation of the methodology your firm will use approach to complete
repairs. (i.e. what is your process from the receipt of Purchase Order all the way to completion).
R-i,cd 69.22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 31 of 33
14. How does your company handle set -backs, what is your process for completing the work on time, if
you discover there will be a delay in service, how will you overcome this?
Additional Comments:
Rc i,cd 6922c
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 32 of 33
ATTACHMENT F
DOCUMENTATION CHECKLIST
Refer to Part 1, Section 14.2 for more information on the below required documents.
Required Documents Document Attached? Paae Number(s) of Bid Response
Yes/No *Bidder will need to number their
bid response in ink*
A completed and signed Bid
Submission Signature Page
A completed Bid Solicitation
3 Reference letters
Evidence that they are duly qualified
and capable to fulfill and abide by the
requirements listed herein with the bid
Bidder's background, number of years
in business, size of bidder's labor pool.
Detailed performance plan that outlines
the method to be used to ensure that
the needs of the City will be met.
Attachment A - Conflict of Interest
Questionnaire
Attachment B - A completed
Consideration of Location of Bidder's
Principal Place of Business (if
applicable)
Attachment C - A completed and signed
Vendor Contact Information
Attachment E - A completed Vendor's
Qualification Questionnaire
Any addendums sent out after the
release of the bid
Scanned Copy of all required Separate USB Drive with password
documents included if necessary
R,,md 6.9.22cc
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 33 of 33
FORTWORTH.
ADDENDUM TO INVITATION TO BID NO. 23-0001
HEAVY & LIGHT DUTY, MARINE & TURF VEHICLE REPAIR
PURCHASING DIVISION
ADDENDUM NO. 1
INVITATION TO BID (ITB): 23-0001
BID OPENING DATE: November 17, 2022 (CHANGED)
REVISED BID OPENING DATE: December 1, 2022
DATE ISSUED: October 28, 2022
ITB No. 23-0001, issued October 26, 2022, is hereby amended as follows:
1. Deadline for Questions is changed from November 3, 2022 at 5:00 PM (Local Time) to November
10, 2022 at 5:00 PM (Local Time).
2. Answers Posted is changed from November 8, 2022 to November 15, 2022.
3. Bid Opening Date is changed from November 17, 2022 at 1:30 PM (Local Time) to December 1,
2022 at 1:30 PM (Local Time).
4. Part 1, Section 4.0, Pre -bid Conference and Site Visits, has been changed to read:
4.0 PRE -BID CONFERENCE AND SITE VISITS
4.1 Pre -Bid Conference: A pre -bid conference will be held in person and via
WebEx on Wednesday, November 9, 2022, at 10:00 AM (Local Time).
Attendance at pre -bid conferences is not mandatory but strongly
encouraged.
In -Person
City Hall
200 Texas St.
Fort Worth, TX 76102
City Managers Conference Room #380. Located on the 3rd Floor at the
North end of the building.
Webex
Meeting Phone Number: 469-210-7159
Meeting number (access code): 2551 775 5797
Meeting Password: TuEipmYZ728
Meeting Link:
htti)s://fortworthtexas.webex.com/fortworthtexas/i. i)hr)?MTID=mba8d42af
3b923105199cd06cc344a352
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 1, Page 1 of 2
Heather Oakes
BUYER
-------------------------------------------------------------------------------
By the signature affixed below, Addendum No. 1 is hereby incorporated into and made part of the above
referenced Invitation to Bid.
COMPANY NAME:
SIGNATURE:
NOTE: Company name and signature must be the same as on the original bid documents. Failure to
return this form with your sealed bid may constitute grounds for rejection of your offer.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 1, Page 2 of 2
FORTWORTH.
ADDENDUM TO INVITATION TO BID NO. 23-0001
HEAVY & LIGHT DUTY, MARINE & TURF VEHICLE REPAIRS
PURCHASING DIVISION
ADDENDUM NO. 2
INVITATION TO BID (ITB): 23-0001
BID OPENING DATE: December 1, 2022 (UNCHANGED)
DATE ISSUED: November 15, 2022
ITB No. 23-0001, issued October 26, 2022, is hereby amended as follows:
1. Questions and Answers document is hereby incorporated, in full text, on page 2 and 3.
2. Freight charges shall be reimbursed to the Vendor on cost + _% markup basis.
3. The Price Submittal is revised to add freight charges and is attached in full text on page 4 and 5
of this addendum.
All other terms and conditions remain unchanged.
�d2 �2Q�L
Taylor Dean
BUYER II
.............................................................................. .
By the signature affixed below, Addendum No. 2 is hereby incorporated into and made part of the above
referenced Invitation to Bid.
COMPANY NAME:
SIGNATURE:
NOTE: Company name and signature must be the same as on the original bid documents. Failure to
return this form with your sealed bid may constitute grounds for rejection of your offer.
Questions and Answers
Q1. Is a vendor registration number needed?
Al. A vendor registration is not needed in order to complete the bid response. If one cannot be
provided, please add "N/A". During the awarding process, the vendor will be then be reached out
to with City of Fort Worth vendor registration instructions.
Q2. How are heavy and light duty vehicles defined?
A2. Please see page 14, Section 6.0 Definitions. Light duty vehicles are vehicles with a gross
vehicles weight under 10,000 pounds. NAFA class codes (1000-4999). Heavy duty vehicles are
vehicles with a gross vehicle weight over 10,000 pounds. NAFA class codes (7000-9000).
Q3. On page 14, Section 7.0 Types of Vehicles and Equipment, VIPs are listed. Can VIPs be
confirmed?
A3. VIP is a boat manufacturer.
Q4. As prices are constantly fluctuating, how will price changes be handled?
A4. Please see Page 19, Section 16.0 Unit Price Adjustment. The Vendor may request a Price
Adjustment based on Price Adjustment Verification up to one time Quarterly. Please see section
16.2 for the City's Fiscal year quarters.
Q5. For clarification, are line items 7 and 8 hauling fees?
A5. Item lines 7 and 8 are defined for the transport of any vehicle by hauling means or being driven to
and from a vendor.
Q6. How many units does the Department have regarding scissors and forklifts?
A6. The Department has 40 Fork lifts of varying sizes and 19 manlifts/of various types.
Q7. A Vendor will be bidding on multiple items in the Bid ITB 23-0001. They have different labor rates
in regards to Heavy Duty On -Highway vs Electrical Field Service work for compressors,
generators or off -highway equipment. How and where should these be separated? Specifically
lines 1 through 8 are being reviewed.
A7. An attachment should be added to the bid with all cost and services the Vendor can offer.
Q8. In regards to parts pricing Lines 10 through 13. A Vendor will be bidding on multiple lines of parts
from Detroit to Allison and many others to include Cummins, Bendix, etc. etc. These parts will be
priced differently so as the Vendor can be competitive and in addition to give the City of Ft. Worth
the best prices possible. For instance, each part group from Detroit, Allison, Cummins and Deutz
will have separate cost + percentages. How and where should this be broken down and
separated? Should an attachment be added to the bid so as to accommodate all that the Vendor
can offer?
A8. Yes, add an attachment to the bid with all cost and services the Vendor can offer should be
added.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 2 of 5
Q9. On Line 1. So as to be clear and submit correctly, you are requesting that the Vendor puts in their
hourly labor rate in Unit Price and then multiply that by the qty of 1000.00 to obtain a total to
submit?
A9. The Vendor shall add their hourly labor rate in the Unit Price and then multiple that quantity by
1,000.00 in order to obtain the Total.
Q10. How should shop items and freight be handled? Should freight have its own line item, or should
freight be included in all items, per the bid (page 12, Section 1.5)
A10. Shop fees (IE Haz Mat, disposal and or environmental fees, machine fees, battery tax PC flat rate
charges) should be billed at 5% of total labor but not to exceed $100.
Freight charges should be bid at cost + _%.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 3 of 5
FORT WORTH
PRICING SUBMITTAL
Event ID Page Invited: PUBLIC EVENT
CFW01-23-0001 4
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs
Start Time Finish Time
10/26/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY - Hourly Shopr Rate, Mon-
1000.00
HR
Fri 7 am -9:30 pm
Line: 2
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY - Hourly Shop Rate, Mon -Fri
1000.00
HR
7am-9:30pm
Line: 3
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7 am -9:30 pm
Line: 4
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7am-9:30pm-
Line: 5
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Shop Hourly Labor Rate, After
200.00
HR
Hours (Friday from 9:31 pm through Monday at
6:59 am), Holidays, Weekends
Line: 6
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Shop Hourly Labor Rate, After
200.00
EA
Hours (Friday from 9:31 pm through Monday
5:59am), Holidays, Weekends
Line: 7
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Transportation Fee (Pick-up
100.00
EA
& Delivery Inclusive) If applicable, Round
Trip
Line: 8
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Transportation Fee (Pick-up &
100.00
EA
Delivery Inclusive) If applicable, Round Trip
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 3 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 4 of 5
FORT WORTH
PRICING SUBMITTAL
Event ID
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty,
Start Time
10/26/2022 07:00:00 CDT
Line: 9
Description:
Washing, Waxing, Polishing
Marine & Turf Vehicle Repairs
Finish Time
12/01/2022 13:30:00 CST
Line: 10
Description:
HEAVY DUTY- Parts- Cost (+) _ % Markup. (Apply
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000;
250,000 + 25000= 275,000)
Line: 11
Description:
LIGHT DUTY, Parts- Cost (+) _ % Markup. (Apply
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000;
250,000 + 25,000= 275,000)
Line: 12
Description:
LIGHT DUTY- SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $150,000
To Obtain Correct Sum. Example: 125,000 X 10%
=12,500; 125,000 + 12,500= 137,500)
Line: 13
Description:
HEAVY DUTY - SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $125,000
To Obtain Correct Sum. Example: 125,000 X 10% _
12,500; 125,000 + 12,500= 137,500)
Freight Charges - Actual + % markup
Page Invited
5
PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Qtv
Unit UnitPrice Total
150.00
EA
Qty
Unit UnitPrice Total
250,000.00
EA
Qtv Unit UnitPrice Total
250,000.00 EA
Qty
Unit UnitPrice Total
125,000.00
EA
UnitPrice Total
Qtv
Unit
125,000.00
EA
Total Bid Amount:
Items not listed above will be offered at a markup of %
(All parts and replacement parts may be added on an as needed basis throughout the life of the agreement, therefore, the
bidder shall submit a price list for all available items with their bid submittal.)
A bid of "0" will be interpreted by the City as a no -charge (free) item and the City will not expect to pay for that item. A bid
of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that
item. Be advised, a "no bid" or no response may be considered as non -responsive and may result in disqualification of
this bid.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 4 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 5 of 5
EXHIBIT D
VENDOR'S BID RESPONSE TO CITY'S ITB NO. 23-0001
(Pages follow)
FORT WORTH..
COVER PAGE
Event ID
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Maxine 1, Turf Vehicle Repairs
Start Time Finish Time
10/26/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Page' Invited
PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rim 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Event Description
The City of Fort Worth seeks bids to finalize an Agreement for additional repairs on heavy and light duty,
marine and turf vehicles for the Property Management Department on an "as needed" basis.
Submission Requirements and Deadlines
All companies/individuals wishing to do business with the City of Fort Worth must register as a Bidder on the
PeopleSoft Supplier Portal. Please visit https://www.fortworthtexas.gov/departments/finance/purchasinglregister for more information
Assigned Buyer: Heather Oakes
A pre -bid conference will be held in person and via Webex on Wednesday, November 9, 2022, at 10:00 AM (Local
Time). Attendance at pre -bid conferences is not mandatory but strongly encouraged.
In -Person
City Hall
200 Texas St.
Fort Worth, TX 76102
City Managers Conference Room #380. Located on the 3rd Floor at the North end of the building.
Webex
Meeting Phone Number: 469-210-7159
Meeting number (access code): 2551 775 5797
Meeting Password: TuEpmYZ728
Meeting Link: https://fortworthtexas.webex.com/fortworthtexas/j.php?MTID=mba8d42af3b923105199cdO6cc344a352
Bids are solicited for furnishing the merchandise, supplies, services and/or equipment as set forth in this solicitation. Completed Bids
including one executed original and one USB flash drive containing electronic versions of all bid documents must be received in the
Purchasing Division by 1:30 P.M.. December 1, 2022, and then publicly opened and read aloud around 2:00 P.M. in the Council Chambers.
Bids must be submitted in a sealed envelope WITH THE BID NUMBER AND BIDDER COMPANY NAME WRITTEN ON THE OUTSIDE OF
THE ENVELOPE, addressed to the Purchasing Manager. YOUR BID MUST BE RECEIVED BY THE PURCHASING OFFICE AND TIME
STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE CONSIDERED.
Bids shall be mailed or hand -delivered to the following address:
City of Fort Worth, Purchasing Division,
Lower Level, City Hall, 200 Texas Street, Fort Worth, Texas 76102
Bids delivered by special courier (i.e. Federal Express, Special Delivery etc.) are to be marked on the outside of the courier's shipping
envelope "BID No. 23-0001 ITB Heavy & Light Duty Marine & Turf Vehicle Repairs" AND MUST BE RECEIVED BY THE PURCHASING
OFFICE AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE CONSIDERED.
Late bids will be returned or destroyed: they will not be opened nor considered in the evaluation of the bid.
Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening.
The undersigned agrees, if the bid is accepted, to furnish any and ail items upon which prices are offered, at the price(s) and upon the terms,
conditions and scopelspecifications contained in this document. The period for acceptance of this bid will be 120 calendar days after the bid
opening date.
Solicitation Documents:
Cover Page
Bid Submission Signature Page"
Bid Solicitation`"
Part 1 Instructions
Part 2 Scope of Services/Specifications
Attachment A- Conflict of Interest Disclosure Requirement —
Attachment B - Consideration of Location of Bidder's Prinbpai Place of Business- (if applicable)
Attachment C - Vendor's Contact Information"
Attachment D - Draft Vendor Service Agreement, attached as a separate document
Attachment E — Vendor Qualification Questionnaire"
Attachment F - Documentation Checklist -
"Required to be completed and submitted. See Section 14.2, Part 1 for all required documents that need to be submitted. Failure to submit
all items will be grounds for rejection of a bid as non -responsive to the specifications
FORTWORTH.
BID SUBMISSION SIGNATURE PAGE
Event ID Page Invited: PUBLIC EVENT
C W01-23-0001 3
Event Round Version
1 1
Event Name
-17R P�vy & T,ight nifty. T irf VF-hirl a Ran_ airs Submit To: City of Fort Worth
Start iimein�sh Tlme FINANCIAL MANAGEMENT SERVICES
10/26/2022 07: 00: 00 CDT 12/01/2022 13:30:00 CST FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
�1
Email: FMSPurchasingResponses@fortworthtexas.gov
The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized
to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by
submitting and signing below, acknowledges that he/she has received and read the entire document packet
sections defined above including all documents incorporated by reference, and agrees to be bound by the terms
therein.
Legal Company Name: L^ad�M4t`Y-- 4& 1
Company Address: 13�1 1�v P
City, State, Zip: Y
Vendor Registration No.:
Printed Name of Officer or Authorized Representative: `...y
Title: 1i , Le
Signature of Officer or Authorized Representative:
Date: \1•'l•.k'?�� T
Email Address: (7 QkTJ Q- LAki3kilhAi`V-4-@UWM
Phone Number: ck—ll`�
Federal Identification Number (FID): "7'>
Will agreement be available for Cooperative Agreement use*? Yes No
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 2 of 33
FoR.�r WORTH.
PRICING SUBMITTAL
Event ID Page
CFW01-23-0001 4
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs
Start Time Finish Time
10/26/2022 07:00:00 CDT 12/01/2022 13:30000 CST
Invited: PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description:
lh
i fnif
nitpric.
Total
HEAVY DUTY - Hourly Shopr Rate, Mon-
1000,00
HR
Fri 7 am -9:30 pm
Line: 2
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY - Hourly Shop Rate, Mon -Fri
1000.00
HR
lam-9:30pm
Line: 3
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7 am -9:30 pm
Line: 4
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY Hourly Field Rate, Mon -Fri
500.00
HR
Tam-9:30pm-
Line: 5
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Shop Hourly Labor Rate, After
200.00
HR
Hours (Friday from 9:31 pm through Monday at
6:59 am), Holidays, Weekends
Line: 6
Descry lion:
Qtv
Unit
UnitPrice
Total
LIGHT�UTY- Shop Hourly Labor Rate, After
200.00
EA
Hours (Friday from 9:31pm through Monday
1
5:59am), Holidays, Weekends
Line: 7
Description:
Qtv
Unit
UnItPrice
Total
HEAVY DUTY- Transportation Fee (Pick-up
100,00
EA
& Delivery Inclusive) If applicable, Round
Trip
Line: 8
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Transportation Fee (Pick-up &
100.00
EA
Delivery Inclusive) If applicable, Round Trip
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 3 of 33
FORT WORTH
1+
PRICING SUBMITTAL
Event ID Page
CFW01-23-0001 5
Event Round Version
1 1
Event Name
IT2 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Start Time Finish Time
10/26/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Invited: PUBLIC EVENT
Submit To. City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 9 t —e. IN�,&"U►tk \ 6,CSe_, %T I
Description.
Q .
Unit
UnitPrice
Washing, Waxin ishing
1
EA
Line: 10
Descriotion:
Qty
Unit
UnitPrice
HEAVY DUTY- Parts- Cost (+) % Markup. (Apply
250,000.00
EA
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000;
250,000 + 25000= 275.000)
Line: 11
Descriotion:
Qtv
Unit
UnitPrice
LIGHT DUTY, Parts- Cost (+) _ % Markup. (Apply
250.000.00
EA
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25.000;
250,000 + 25,(100= 275,000)
Line: 12
Description:
Qhr
Unit
UnitPrice
LIGHT DUTY- SubContracting, Cost (+) _ %
125.000,00
EA
Markup. (Apply Mark Up Percentage Bid To $150,000
To Obtain Correct Sum. Example: 125,000 X 10%
=12,500; 125,000 + 12,500= 137,500)
Line. 13
UnitPrice
Descriotion:
ON
I[pit
HEAVY DUTY - SubContracting, Cost (+) %
125,600.00
EA
Markup. (Apply Mark Up Percentage Bid To $125,000
To Obtain Correct Sum. Example: 125,000 X 10% _
12,500; 125,000 + 12,500= 137,500)
Total Bid Amount:
Freight Charges - Actual + % markup
Items not listed above will be offered at a markup of %
(All parts and replacement parts may be added on an as needed basis throughout the life of the agreement, therefore, the
bidder shall submit a price list for all available items with their bid submittal.)
A bid of "0" will be interpreted by the City as a no -charge (free) item and the City will not expect to pay for that item. A bid
of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that
item. Be advised, a "no bid" or no response may be considered as non -responsive and may result in disqualification of
this bid.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 4 of 33
Total
Total
Total
Total
Total
S
PART -1
INSTRUCTIONS
1.0 SOLICITATION
1.1 Review of Documents: Bidders are expected to examine all documents that make up the
Solicitation as well as any addendums. Bidders shall promptly notify the City of any
omission, ambiguity, inconsistency or error that they may discover upon examination of the
Solicitation by the deadline for questions listed in Section 2.0, Part 2. The City assumes no
responsibility for any errors or misrepresentations that result from Bidders not using the
completed Solicitation document and addendums.
1.2 Location of Documents: Solicitations are issued by the Purchasing Division. The location
for the Purchasing Division is specified in the advertisement and on the first page of the
solicitation.
2.0 EXPLANATIONS. CLARIFICATIONS OR QUESTIONS
2.1 Any explanation, clarification, or question desired by a Bidder regarding any part of the
Solicitation must be requested in writing from the Purchasing Division by the question
deadline listed in Section 2.0, Part 2, so that a written addendum can be posted before the
submission deadline. Interpretations, corrections, or changes to the Solicitation made in
any other manner are not binding upon the City, and Bidders shall not rely upon such
interpretations, corrections or changes. Oral explanations or instructions given before the
award of the Contract are not binding.
2.2 IN ORDER FOR QUESTIONS TO BE ANSWERED, ALL QUESTIONS MUST BE BY E-
MAIL BEFORE THE QUESTION DEADLINE AND MUST BE IDENTIFIED AS FOLLOWS:
2.2.1 All explanation, clarification or questions must clearly identify the buyer's name and
the bid number on the document or on the subject line, if sent by and email. For
example: "Attention: Buyer name and Bid No. XX-XXX". if the buver's name and
bid number is not included as specified above, the auestion(s) will NOT be
answered.
2.2.2 Delivery of questions by email — FMSPurchasingResponsesl§fortworthtexas,aov
2.2.2.1 Please note, if an e-mail confirming receipt of your e-mail is not received
within 1 (one) business day, please contact the City of Fort Worth
Purchasing at 817-392-2462.
2.3 Interpretations, corrections, or changes to the Solicitation made in any other manner are
not binding upon the City, and Bidders shall not rely upon such interpretations, corrections
or changes. Oral explanations or instructions given before the award of the Contract are
not binding.
2A Any material information given to one Bidder concerning a Solicitation will be furnished by
an Addendum posted on the City's website under the corresponding bid number.
3.0 UNAUTHORIZED COMMUNICATIONS — Bidders' contact regarding this Invitation to Bid (ITB) with
employees or officials of the City other than the Senior Purchasing Manager, the Business Equity
Division, or as otherwise indicated in the ITB is prohibited and may result in disqualification from
this procurement process. No officer, employee, agent or representative of the Respondent shall
have any contact or discussion, verbal or written, with any members of the City Council, City staff or
City's consultants, or directly or indirectly through others, seek to influence any City Council
member, City staff, or City's consultants regarding any matters pertaining to this solicitation, except
as herein provided. Any violation of this prohibition may result in the Respondent being disqualified
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehide Repairs
Page 5 of 33
from the procurement process. Any oral communications are considered unofficial and non -binding
with regard to this ITB.
4.0 PREBID CONFERENCE —
4.1 A pre -bid conference will be held at 10 AM Wednesday, November 9, 2022, at City Hall at
200 Texas St, Fort Worth, TX 76102. There will be a WebEx meeting for potential bidders
that are unable to attend the pre -bid meeting in person. To join the Pre -bid via WebEx,
please see Cover Page for details. Attendance at pre -bid conferences is not mandatory but
strongly encouraged.
5.0 PREPARATION OF BIDS
5.1 Each Bidder must furnish all information required by the Solicitation in order to be
evaluated. Prices or Percent Markups submitted on other than the forms included in
the Solicitation shall be considered non -responsive.
5.2 Any attempt to alter the wording in the Solicitation is ineffective and will result in rejection of
the Bid.
6.0 QUANTITES - The quantities listed on the bid solicitation 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.
7.0 TAXES - Purchases of Goods or Services for City use are usually exempt from City, State, and
most Federal Taxes. Bids may not include exempted taxes. The successful Bidder should
request a Tax Exemption Certificate from the Purchasing Division. Under no circumstances
shall the City be liable to pay taxes for which the City has an exemption under any Contract.
8.0 DEFINITIONS
8.1 Brand Name or Equal: If the Solicitation indicates brand name or "equal' products are
acceptable, the Bidder may offer an "equal" product and must be prepared to demonstrate
those features that render it equal. Final determination of a product as "equal' remains
with the City.
8.2 Delivery Time: Delivery time, if stated as a number of days, will be based on calendar
days. Time is of the essence in any City purchase. If the indicated date cannot be met or
the date is not indicated, the Bidder shall state its best delivery time.
8.3 Free on Board (FOB) Point: Freight Terms shall be FOB Destination, Freight Prepaid and
Allowed. This means the Vendor or Shipper owns goods in transit and is liable for delivery
to the point of destination.
8.3.1 The Vendor or Shipper is responsible for filing any claims with the delivering carrier
for breakage or other loss and for any damage resulting from transportation.
8.3.2 The Bidder should quote its lowest and best price, with the goods delivered to the
place specified, at the Bidder's expense and risk, and their tender delivery to the
City.
8.3.3 Bids offerino anv other delivery terms are not acceptable and may be cause for
reiection.
R.6.d 6 9 22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 6 of 33
9.0 PRICES/PERCENTAGE MARKUP
9.1 Bid prices and percentage markup (if applicable) shall be firm offers unless otherwise
specified. Pricing and percentage markup (if applicable) shall be entered on the Bid Offer
Sheet.
9.2 In the event of a discrepancy between unit price and extended price, the unit price shall
govern.
9.3 Prices shall be offered in the Dollars of the United States of America (or decimal fractions
thereof).
10.0 SIGNATURE - The Bidder must provide a wet signature on each document in the Solicitation
requiring a signature. Any change made to the Bid must be initialed by the Bidder.
11.0 PROPRIETARY INFORMATION SUBMITTED IN THE BID
11.1 All material submitted to the City becomes public property and is subject to the Texas Open
Records Act upon receipt.
11.1.1 If a Bidder does not desire proprietary information in the bid to be disclosed, each
page must be identified and marked proprietary at time of submittal. The City will,
to the extent allowed by law, endeavor to protect such information from disclosure.
If a Public Information Request is made for Bidder's proprietary information, the
Bidder will be notified so that they can submit a letter to the Texas Attorney
General. The final decision as to information that must be disclosed lies with the
Texas Attorney General.
11.1.2 Failure to identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
12.0 BID PREPARATION COSTS -All costs associated with preparing a Bid in response to a
Solicitation shall be borne by the Bidder.
13.0 PAYMENTS
13.1 All payment terms shall be "Net 30 Days" from the date the City receives a correct invoice.
13.2 Successful bidders are encouraged to register for direct deposit payments prior to providing
goods and/or services using the forms posted on the City's website at
httcs:llwww.fortworthtexas-aovldeaartments/finance/Durchasinp/ach
14.0 SUBMISSION OF BIDS
14.1 Bid documents: Unless otherwise specified, Bidders are required to submit a signed
executed original and one scanned copy of the entire bid submittal on a flash drive. Bids
must be submitted in a sealed envelope with the bid number written on the outside of the
envelope.
14.2 Documents required to be submitted with Bid: Bidders shall submit all the items listed
below and utilize the format below to submit their bid prior to the bid submission deadline.
14.2.1 The completed and signed Bid Submission Signature Page;
14.2.2 The completed Bid Solicitation;
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 7 of 33
14.2.3 Bidders shall provide three (3) references from projects similar in nature, size and
scope completed or undertaken in the last two years. Vendor shall not list the City
of Fort Worth as a reference. Letters shall include the following items.
14.2.3.1 Company letterhead, including contact information
14.2.3.2 Number of years working with Bidder.
14.2.3.3 Brief explanation of customer's satisfaction and recommendation of
Bidder. Please provide a rating for 1-5. One (1) being unlikely to
recommend and unsatisfied, and five (5) highly satisfied and highly
recommended
14.2.3.4 Brief explanation on likeliness to work with Bidder again. One (1) being
unlikely to continue to use firm and five (5) highly likely to use firm again.
14.2.4 Bidders shall provide evidence that they are duly qualified and capable to fulfill and
abide by the requirements listed herein with the bid.
14.2.5 Bidder's background, number of years in business, size of bidder's labor pool.
14.2.6 A detailed performance plan that outlines the method to be used to ensure that the
needs of the City will be met.
14.2.7 A completed and signed original Conflict of Interest Questionnaire, Attachment A
14.2.8 A completed Consideration of Location of Bidder's Principal Place of Business,
Attachment B, if applicable.
14.2.9 A completed and signed Vendor Contact Information, Attachment C.
14.2.10 A completed Vendor Qualification Questionnaire; Attachment E.
14.2.11 Signed Addendum(s) acknowledging receipt
14.2.12 Scanned copy of all documents listed in Section 14.2, Part 1.
14.2.13 Any other document included in the Solicitation requiring completion or execution
by the Bidder.
14.3 Failure to submit all the items listed in Section 14.2, Part 1 will be grounds for rejection of a
bid as non -responsive to the specifications.
15.0 LATE BIDS
15.1 Bids must be received in the Purchasing Division prior to the bid submission deadline. All
Bids received after the submission deadline are considered late and will be returned to the
Bidder unopened.
15.2 Purchasing's time stamp clock is the official time of record. However, if the time stamp is
not available or broken, the date and time written on the bid receipt by Purchasing staff
shall be the time of record.
15.3 It is the sole responsibility of the Bidder to ensure timely delivery of the Bid to the
Purchasing Division. The City will not be responsible for failure of service on the part of the
U.S. Postal Office, courier companies, or any other form of delivery service chosen by the
Bidder to deliver before the bid due date and time.
R-W 6 9 22
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 8 of 33
0
15.4 Bids delivered to a City location other than the Purchasing Division will not be considered.
The Bid must be received by the Purchasing Division and stamped before deadline to be
considered.
16.0 MODIFICATION OR WITHDRAWAL OF BIDS
16.1 Modification of Bids: Bids may be modified in writing at any time prior to the bid
submission deadline.
16.2 Withdrawal of Bids: Bids may be withdrawn in writing, or by facsimile (provided that the
facsimile is signed by the Bidder) at any time prior to the bid submission deadline. A Bid
may also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the
bid submission deadline. A receipt of withdrawal must be signed by the Bidder. No Bids
may be withdrawn after the bid submission deadline without forfeiture of the Bid guarantee,
unless there is a material error in the Bid. Withdrawn Bids may be resubmitted, with or
without modifications, prior to the bid submission deadline. The City may require proof of
agency from the person withdrawing a bid.
17.0 OPENING OF BIDS
The Purchasing Division representative responsible for opening Bids shall personally and publicly
open all Bids timely received, reading each bid aloud.
18.0 EVALUATION FACTORS AND AWARD
18.1 Evaluation: Bidders may furnish pricing for all or any portion of the Solicitation (unless
otherwise specified). However, the City may evaluate and award the Contract for any item
or group of items shown on the Solicitation, or any combination deemed most
advantageous to the City. Bids that specify an "all or none" award may be considered if a
single award is advantageous.
18.2 Award. The Method of Award is detailed in Section 4, Part 2. (Note: A Bidder that does not
earn at least 50% of the technical points will be deem "non -responsive" and will not be
awarded a contract.)
18.3 Acceptance and Award of Bid: Acceptance and award of a Bid will be in the form of a
Purchase Order or a Contract. Subsequent Purchase Orders may be issued as
appropriate. The contents of a Bid Response shall become a part of the Contract. Under
no circumstances will the City be responsible for Goods or Services provided without a
Purchase Order issued by the City.
19.0 RESERVATIONS - The City expressly reserves the right to:
19.1 Specify approximate quantities in the Solicitation;
19.2 Extend the Solicitation opening date and time;
19.3 Consider and accept alternate Bids, if specified in the Solicitation, when most
advantageous to the City;
19.4 Waive as an informality, minor deviations from specifications provided they do not affect
competition or result in functionally unacceptable goods or services;
19.5 Waive any minor informality in any Bid or Solicitation procedure (a minor informality is one
that does not affect the competitiveness of the Bidder);
19.6 Add additional terms or modify existing terms in the Solicitation before the bid submission
deadline;
Relived 6 9.T2w
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehide Repairs
Page 9 of 33
to
19.7 Reject a bid because of unbalanced unit prices bid;
19.8 Reject or cancel any or a6 Bids;
19.9 Reissue a Solicitation;
19.10 Procure any item by other means, and/or
19.11 Award to multiple vendors on a non-exclusive award basis, or primary and secondary
vendors.
20.0 POST -BID DOCUMENTS REQUIRED FROM BIDDERS
20.1 Certificates of Insurance: When insurance is required, the successful Bidder must provide
Certificates of Insurance in the amounts and for the coverages required to the Purchasing
Office within 14 calendar days after notification of award, or as otherwise required by the
Solicitation.
20.2 Business Equity Division Documents: If a Business Equity goal has been established for
the bid, the applicable documents must be submitted by all bidders wishing to continue in
the bid evaluation process within two (2) City business days after the bid opening date,
exclusive of the bid opening date, to the City location specified in the bid. Bidders shall
obtain a receipt from the appropriate department as evidence that the City received the
documentation.
20.3 Certificate of Interested Parties Form 1295: If the Purchase Agreement must be
approved by the City Council before execution. the successful bidder is required to
complete the Certificate of Interested Parties Form 1295 and submit the form to the
Purchasing contact listed in the solicitation before the purchase/contract will be presented
to the City Council. The form may be completed at
httDs,//www_ethics.state.tx,us/w-hatS-newteli-info foT- M1 9,5Nm.
21 0 PROTEST PROCEDURE
21,1 Vendors who respond to Invitations to Bid have the right to protest the solicitation process
or the bid award if they believe that there has been any impropriety or unfair criteria in the
process
21.2 The Vendor must submit any protest in writing to the Senior Purchasing Manager within 14
days after the Vendor knows, or should have known, of the facts relating to the proposed
action or award.
21.3 The Senior Purchasing Manager. or designee, is authorized to resolve a protest concerning
a purchasing action through telephone discussions, mail, e-mail or in person meetings with
the protesting Vendor.
21 4 After discussions or meetings, the Senior Purchasing Manager or designee will issue a
decision in writing, state the reasons for the action taken and inform the protesting Vendor
of the right to review by a panel made up of City staff.
21 5 A City protest review panel will consist of an Assistant City Attorney, a representative of the
operating department, the Senior Purchasing Manager and any other appropriate
personnel or employees of the operating department.
21.6 If the panel is unable to resolve the protest, or if the panel makes a decision with which the
Vendor does not agree. the protesting Vendor will be invited to attend the City Council
meeting at which the recommended award is to be presented to the City Council and make
known his/her concerns. The protesting Vendor will be instructed to arrive prior to the start
ITB 23-0001 Heavy & Dght Duty. Marine & Turf Vehicle Repairs
Page 10 of 33
of the City Council meeting and complete a card requesting to speak concerning the
particular Mayor and Council Communication document (M&C) in question.
21.6.1 Vendors wishing to speak before the City Council should review the rules for
registering to appear before City Council located at:
htta:llfortworthtexas,00vlcitvsecre ary/i f /default.asax?id=2914 on the City's
website.
22.0 COOPERATIVE PURCHASING
22.1 Should other governmental entities decide to participate in this contract, Bidder, shall
indicate in their proposals whether they agree that all terms, conditions, specification, and
pricing would apply.
22.2 If the successful Bidder agrees to extend the resulting contract to other governmental
entities, the following shall apply: Governmental entities within utilizing Contracts with the
City of Fort Worth shall be eligible, but not obligated, to purchase material/services under
this contract(s) awarded as a result of this solicitation. All purchases by governmental
entities other than the City of Fort Worth shall be billed directly to that governmental entity
and paid by that governmental entity. The City of Fort Worth shall not be responsible for
another governmental entity's debts. Each governmental entity shall order its own
materiallservices as needed
„"
ITB 23-0001 Heavy R Light Duty, Marine & Turf Vehicle Repairs
Page 11 of 33
PART — 2
SCOPE OF SERVICEWSPECIFICATIONS
1.0 SCOPE
1.1 The City of Fort Worth (City) seeks bids to finalize a non-exclusive agreement with multiple
vendors for repair services of City -owned heavy and light duty, marine, and turf vehicles for
the Property Management Department on an "as needed" basis. Prospective responding
bidders should ensure they download all attachments for complete responses and
understanding of the agreement the City intends to award from this solicitation. The
successful bidder(s), known hereafter as "Contractor"/"Vendor."
1.2 This Agreement shall begin on the date stated in Purchase Order ("Effective Date") and
shall expire on upcoming September 30th, ("Expiration Date"), unless terminated earlier in
accordance with this Agreement ("Initial Term"). Upon the expiration of the Initial Term, the
Agreement shall renew automatically under the same terms and conditions for up to four
(4) one-year renewal periods (October 1 to September 30), unless City or Vendor provides
the other party with notice of non -renewal at least 60 days before the expiration of the Initial
Term or renewal period. However, if funds are not appropriated, the City may cancel the
Agreement 30 calendar days after providing written notification to the Contractor 1 Vendor.
1.3 The quantities listed on the bid solicitation are only estimates based on previous usage and
do not indicate intent to purchase or a guarantee of future business. The City is obligated to
pay for only those services actually ordered by an authorized City employee and then
received as required and accepted by the City.
1.4 Following the award, additional services of the same general category that could have
been encompassed in the award of this Agreement, and that are not already on the
Agreement, may be added based on the discount bid and price sheet provided with the bid.
1.5 Unit prices shall include all costs associated with the specified work, including but not
limited to handling, delivery, fuel charges, fees and certifications fees. NO ADDITIONAL
CHARGES WILL BE ACCEPTED OR PAID BY THE CITY.
1.6 Any services that have been omitted from this scope of service that are clearly necessary
or in conformance shall be considered a requirement although not directly specified or
called for in the scope of services.
1.7 The submission of a bid by the bidder shall be considered evidence of compliance with
these requirements.
2.0 TENTATIVE SCHEDULE OF EVENTS
TASK
ITB Release Date
Pre -Bid Conference
Deadline for Questions
Answers Posted
DATE
October 26, 2022
November 9, 2022
November 10, 2022 at
5PM (Local Time)
November 15, 2022
ITB Responses Due Date AT 1:30 p.m. (Local Time) December 1, 2022
I
ITB 23-0001 Heavy & Light Duty. Marine & Turf Vehicle Repairs
Page 12 of 33
i
R.,wd 6 9 22c.
I.
I Recommended Vendor Selection December 2022
Mayor and Council Consideration January 2023
Contract Execution February 2023
3.0 CHANGE IN COMPANY NAME OR OWNERSHIP - The Vendor shall notify the City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of
maintaining updated City records. The president of the company or authorized official must sign the
letter. A letter indicating changes in a company name or ownership must be accompanied with
supporting legal documentation such as an updated W-9, documents filed with the state indicating
such change, copy of the board of director's resolution approving the action, or an executed merger
or acquisition agreement. Failure to do so may adversely impact future invoice payments.
4.0 VENDOR REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED
4.1 The Vendor shall:
4.1.1 Have a minimum of two (2) years of experience conducting services similar or
related to the Scope of Services.
4.1.2 Have and operate a full-time, permanent business address with the ability to be
reached by email and telephone within 75 miles of City Hall, 200 Texas Street.
5.0 METHOD OF AWARD
5.1 Bids will first be evaluated based upon bids received from a responsible bidder that
presents the best value to the City. A responsible bidder is defined as a bidder that:
5.1.1 Meets all the requirements listed in Section 5, Part 2.
5.1.2 Submits a completed bid package within the stated deadline and in accordance
with the bid specifications.
5.2 Bids that do not receive 50% or more of the total available points, excluding the points for
price, will be deemed non -responsive.
5.3 The following criteria will be used to determine the best value:
5.3.1 Cost of service — up to 35 points
5.3.2 Vendor's Qualifications, Experience, and References — up to 30 points
5.3.3 Availability of resources to provide services (personnel) — up to 20 points
5.3.4 Vendor's approach to perform services — up to 15 points
5.4 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.
5.5 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 has previously failed to perform properly or complete on time
agreements of a similar nature.
R.-d 6,9,22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 13 of 33
1►�
7.0
5.6 The City reserves and shall be free to exercise the right to evaluate bid in relation to
performance record of bidder with the City itself, another municipal corporation of like size,
or private corporations during the past two-year period. Such precautions are deemed to be
in the public interest inasmuch as Vendor failure or inability to furnish items within the
prescribed time can create emergency situations and impose unnecessary hardship on
both the City as a municipal corporation and the public at large.
5.7 The evaluation factors listed above will be applied in a comparative manner to all eligible,
responsive bids. Award may be made without discussion with Bidders after bids are
received. Bids should, therefore, be submitted on the most favorable terms.
5.8 The City also reserves the right to reject the bid of a bidder who has previously failed to
perform property or complete on time agreements of a similar nature.
5.9 If Attachment C, Local Preference, is completed by any Bidder, the City will review the
Attachment to determine whether Local preference will apply to the award.
DEFINITIONS
',City
The City of Fort Worth
HHeavy-duty Vehicles
Vehicles with a Gross Vehicle Weight over 10,000 pounds. NAFA Class codes
ILight Duty Vehicles
Vehicles with a Gross Vehicles Weight under 10,000 pounds. NAFA Class
_.....codes
(1000-4999)._._
:Original Equipment
(Original Equipment Manufacturer) is a company that supplies equipment to
;Manufacturer (OEM)
Jther companies to resell or incorporate into another product using the
endor's brand name. It also may be used to refer to the company that
acquires a product or component and reuses or incorporates it into a new
pproduct with its own brand name. ,
TYPES OF VEHICLES AND EQUIPMENT
Up to 3,000 on -road and 1,600 off -road vehicles and equipment including, but not limited
to:
Types of HEAVY & LIGHT Duty Equipment
Air Compressors/Equipment
AsphalttPaving Equipment
Boats
Bucket Trucks
Container Trucks
Dump Trucks
Fire Trucks
Fork Lifts
Fuel Trucks
GeneratorslPower Generation Units
Golf Carts
Heavy -Duty Trailers
Motor Homes
Mowers
Off -Road Equipment
Scissor/Man Lifts
Sewer Equipment
Sweepers
Trailers (heavy and light)
Tracker
Transfer Trucks
VIP
Watercraft
Water Tankers
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 14 of 33
R-d 6922.
is
8.0
MANUFACTURERS
Acura
Allison
Altec
Artie Cat
Aquatech
Bendix
Bertram
Big Tex
BMW
Boston Whaler
Buick
Caddo Manufacturing
Cadillac
Champion
Chaparral
Chevrolet
Cub Cadet
Cummins
Custom- Chris Trim
Custom- Lawhon
Custom- Tommy Gate
Custom- Youngs
Delta Rigging
Detroit
Dodge
Doosan
Duetz
Manufacturers including but not limited to:
Eaton
E-One
Ford
Freightliner
GMC
Honda
Husgvarna
Hyundai
Infiniti
International
Interstate Trailers
Isuzu
Jacobsen
JCB
Jeep
JLG
John Deere — Green
(AG)
John Deere (yellow iron)
Kawaski
Kenworth
Kia
Kobelco
KTM
Kubota
9.0 VENDOR RESPONSIBILITIES —Vendor shall
Lexus
Lincoln
Mack
Mazda
M&D
Mercedes/ Sprinter
Meritor
Metro
Mitsubishi
Muncie
National Crane
New Holland
Nissan
Onan Generators
Peterbilt
Pierce (Fire Apparatus)
Pioneer
Pipehunter/ Jeteye
Progard
Ram
Rivian
ROM Corp
Rosenbauer
Scag
Snapper Spartan
Spitzlift
Sterling
Stellantis (Chrysler)
Subaru
Tennant
Terex
Texas Steer
Toro
Toyota
Tracker
Twister
Vac -Con
Vactor
V erneer
Versalift
Volkswagen
Volvo
WABCO
Wacker
Whelen
White River Marine
Yamaha
Zodiac
Zodiac Nautic
9.1 Provide the City with an acceptable level of service in terms of cost, time, and
workmanship. Upon return and inspection of services completed, PMD Fleet personnel will
notify the vendor if any issues regarding the services or parts are found to be
unsatisfactory. Vendor(s) will be given the opportunity to correct. Failure of the vendor to
correct services or partsto a satisfactory condition will be considered grounds for
terminating any agreement between said vendor and the City.
9.2 Be required to perform the work using the most up-to-date and appropriate methods
available for said worts under industry standards. This includes, but is not limitedto, all
suitable repair equipment and parts to insure the satisfactory execution of any repair or
installation.
9.3 Provide the City priority service, as many City vehicles are utilized forpublic safety and
emergency response. Expeditious turn -around is critical to City operations. However,
additional fees for pdorityy-services are prohibited.
9.4 Receive written authorization from PMD Fleet Supervisor or designated personnel before
diagnosing, repairing, and servicing vehicles and equipment for the City of Fort Worth's (the
"City") Fleet of vehicles and equipment.
Fc db.4.22a
iTB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 15 of 33
lb
9.5 Vendors are encouraged to provide industry training and certification documentation on
their personnel. Certifications could include, the National Institute for Automotive Service
Excellence (ASE) or Manufacturer required training, which qualifies the vendor to perform
saidwork.
10.0 RESPONSE TIMES AND LOCATIONS
10.1 Vendor shall respond to written authorization within 24-48 hours.
10.2 Vendor shall respond and supply requested materials or services required during regular
business hours within the response time (DELIVERY) from receipt of request in the
proposals solicitation page or less including shipment by mutual agreement from the time
original request is made
10.3 Vendors, which provide delivery service, shall return completed vehicles to the Fleet
Service Center, Monday through Friday between 7:30 a.m.— 9,30 p.m. unless expressly
authorized by the Fleet Service Center Supervisor(s) or their designee. Any deviation from
this timeframe shall require written approval from the Fleet Service Center Supervisor(s) or
their designee
10.4 After hours shall be considered from Friday at 9:31 pm through Monday at 6:59 am.
10.5 Fleet Service Center locations:
Service Center
Brennan Body Shop
James Avenue Service Center
Northside Service Center
Southside Service Center
Water Service Center
11.0 PARTS
Location
2500 Brennan Street, Fort Worth, TX 76106
5021 James Avenue, Fort Worth, TX 76115
301 HiIIshire Drive, Fort Worth, TX76131
4100 Columbus Trail, Fort Worth, TX 76133
2222 West Daggett, Fort Worth, TX 76102
11.1 All parts utilized in repairs, replacements or installations on City vehicles and equipment
must be new unless otherwise requested by PMD Fleet personnel. Any rebuilt or
remanufactured parts can be considered but must be approved in writing by City PMD Fleet
personnel prior to being utilized by a vendor
11.2 Vendor shall warranty and/or guarantee all work and products supplied under this
Agreement against any defects in design, workmanship, materials and failure to operate
satisfactorily. Each product shall be constructed to the highest industry standards. Products
manufactured of poor workmanship will not be accepted.
11.3 The City reserves the right to supply parts as the City determines is necessary.
11.4 Vendor may charge a cost plus (+) for parts. The cost should be available for review by the
City as requested. There are no guarantees the City will accept or held financially or liable
for costs outside of labor and materials/ parts if the submitted pricing is deemed excessive
by the evaluation panel.
Renxd6927—
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehide Repairs
Page 16 of 33
11
12.0 ESTIMATES
12.1 Vendor shall provide written or electronically produced estimates to PMD Fleet personnel
before the start of any work. The estimates must be emailed to the PMD Fleet employee(s)
and/or PMD Fleet facility location who requested the services to be completed.
12.2 Estimates shall be approved and authorized by PMD Fleet personnel in writing via email
with the purchase order number prior to work being performed. Verbal approvals should not
be considered.
12.2.1 Fleet shall create the necessary work order for tracking.
12.2.2 Vendor shall be notified, via email, of repairs needed and/or diagnosis from
Fleet.
12.2.3 Vendor shall identify the repair direction and shall email an estimate with
specific details of the repairs needed regardless of warranty or non -warranty.
12.2.4 Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL
cases.
12.2.5 Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
12.2.6 PMD Fleet shall issue a purchase order for billable repairs via email. Repairs
are NOT to be performed until a purchase order has been issued in writing from
PMD Fleet Division. This ensures proper tracking and documentation are in
place for the Vendor and the City.
12.2.7 Vendor may charge an hourly non -warranty labor rate per service, a cost "+" for
parts, a diagnostic fee (detailed out), and any applicable transportation fees
(Pick-up & Delivery Inclusive), if any. There are no guarantees the City will
accept or held financially or liable for costs outside of labor and materials/ parts
if the submitted pricing is deemed excessive by the evaluation panel.
12.2.8 The City may pay for sub -vendor/ sublet items at sublet cost plus (+) on the
Vendors bid submission.
12.3 Final submitted invoices submitted to the City for work performed should always match the
final estimate received by the City. All revised estimates must be approved in writing prior
to billing.
12.4 If City vehicle or equipment is serviced by a Vendor for warranty work, an estimate
provided by the Vendor to the City shall state 'Warranty Service'.
12.5 All estimates provided by vendors will be quoted on a 'time and materials' basis unless the
service is subcontracted, adherence to the agreed upon contract rate(s) and itemized to
illustrate the cost of each of thefollowing, if applicable, to the service or work performed.
12.5.1 Estimates shall include number of and cost of part(s) to be installed.
12.5.2 Estimates shall include cost of labor to perform repair and/or installation;
itemized by number of labor hours per labor line.
12.5.3 Estimates shall include itemized inspection/diagnostic fees.
12.5.4 Transportation fees, if any, Pick-up & Delivery Inclusive.
R—iud 6,9,22cc
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 17 of 33
ic�
12.5.5 Miscellaneous shop fees will not be allowed. These costs should be broken
down in Labor, Parts, or established fees defined in the bid lines. This should be
considered when bidding applicable costs in the other time and materials
categories.
12.5.6 Travel charges for mobile services will be considered and must be itemized.
Standard flat fees will not be considered.
12.6 Fleet shall create necessary work order for tracking
12.7 Vendor shall be notified via email, of repairs needed and/or diagnosis from PMD Fleet
12.8 Vendor shall identify the repair direction and shall email an estimate with specific details of
the repairs needed regardless of warranty or non -warranty.
12.9 Warranty and billable repairs shali be on separate estimate(s) 1 invoicing in ALL cases.
12.10 PMD Fleet shall document the approval and shall update the work order detailing ail
communications and repairs with denial or approval information.
12.11 PMD Fleet shall issue a purchase order for billable repairs via email Repairs with a cost
associated to the City are NOT to be performed until a purchase order has been issued in
writing from PMD Fleet_ This ensures proper tracking and documentation are in place for
the Vendor and the City.
13.0 WASHING AND INTERIOR DETAILING
13.1 Standard wash, and wax of the exterior of everyday vehicles Clean the vehicle's interior
dash, doors, and console, of any dust and trash. Vacuum front and back floorboards.
14.0 LAWS, REGULATIONS, AND ORDINANCES
14.1 The Vendor shall be responsible for meeting all Federal: laws, ordinances and regulations;
State: laws, ordinance and regulations: County: laws, ordinances and regulations, and City:
laws, ordinances, and regulations for safety of people, environment.. and property. This
includes, but is not limited to, all Federal, State, County, and City Agencies. Administrations
and Commissions such as the Environmental Protection Agency (EPA), Occupational
Safety and Health Administration (OSHA), and the Texas Commission on Environmental
Quality (TCEQ) In the event any law, regulation or ordinance becomes effective after the
start of this Agreement. the Vendor is required to comply with new policy. Any mandates
requiring the City to comply with new guidelines will also require the Vendor to comply.
15.0 INVOICING REQUIREMENTS
15.1 The City of Fort Worth has begun implementing an automated invoicing system.
15.2 The Vendor shall send invoices electronically to our centralized Accounts Payable
department invoice email address: sui?Alierinvoicesafortworthtexes , ov. This email
address is not monitored so please do not send correspondence to this email address.
The sole purpose of the supplier invoices email address is to receipt and process supplier
invoices
153 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_FW013-
0000001234)
15.4 To ensure the system can successfully process your invoice in an expedient manner,
please adhere to the following requirements:
IT13 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 18 of 33
V�
• All invoices must be either a PDF or TIFF format.
• Image quality must be at least 300 DPI (dots per inch).
• Invoices must be sent as an attachment (i.e. no invoice in the body of the email).
• One invoice per attachment (includes PDFs). Multiple attachments per email is
acceptable but each invoice must be a separate attachment.
• Please do not send handwritten invoices or invoices that contain handwritten notes.
• Dot matrix invoice format is not accepted.
• The invoice must contain the following information:
• Supplier Name and Address;
• Remit to Supplier Name and Address, if different;
• Applicable City Department business unit# (i.e. FW013)
• Complete City of Fort Worth PO number (i.e. the PO number must contain all
preceding zeros);
• Invoice number;
• Invoice date; and
• Invoices should be submitted after delivery of the goods or services.
15.5 To prevent invoice processing delays, please do not send invoices by mail and email and
please do not send the same invoice more than once by email to
$uoolierinvQ J&Gfortwortht9m4oY. To check on the status of an invoice, please contact
the City Department ordering the goods/services or the Central Accounts Payable
Department by email at: ZZ_ FIN AccountsPavableiiM_QQv.
15.6 If you are unable to send your invoice as outlined above at this time, please send your
invoice to our centralized Accounts Payable department instead of directly to the individual
city department. This will allow the city staff to digitize the invoice for faster processing.
15.7 If electronic invoicing is not possible, you may send your paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable
200 Texas Street
Fort Worth, Texas, 76102
The City's goal is to receive 100% of invoices electronically so that all supplier payments
are processed efficiently. To achieve this goal, we need the Vendor's support.
If Vendor has any questions, please contact the Accounts Payable team at (817) 392-2451
or by email to ZZ_FIN Ac-cauais_pa-v_able(Mfortworthtexas.ggy.
15.8 Vendor shall not include Federal, State of City sales tax in its invoices. City shall furnish a
tax exemption certificate upon Vendor's request
16.0 UNIT PRICE ADJUSTMENT
16.1 Vendor may request a Price Adjustment based on Price Adjustment Verification up to one
time Quarterly. Price Adjustment means an unplanned or unanticipated change, upward or
downward, from the established contract price that is supported by demonstrated Price
Adjustment Justification. A request for a Price Adjustment must be initiated by the Vendor.
Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the
sole discretion of the City to determine whether an adjustment is necessary and/or
acceptable.
16.2 Quarterly means the City's Fiscal year quarters, being each of the three (3) month periods
the first of which begins October 1. Quarter (Q) 1: October 1 — December 31; Q2: Jan 1 —
March 31; Q3P: April 1 — June 30; Q4: July 1 — September 30.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 19 of 33
16.3 Price Adjustment Justification means documentation supporting a requested Price
Adjustment and showing an objectively verifiable basis for a change in price due to the
documented impact of economic conditions on labor, equipment, or materials. Examples of
possible Price Adjustment Justification include, but are not limited to, cost indexes, and/or
updated supplier price sheets. It is within the sole discretion of the City to determine
whether Price Adjustment Justification is sufficient and/or acceptable.
16.4 The Vendor must submit its Price Adjustment request, in writing, at least 60 days before the
effective period (1st day of a new quarter). The Vendor must provide all Price Adjustment
Justification, as defined above, at the time of its request for a Price Adjustment.
16.5 If the City, in its sole discretion, concludes that the requested Price Adjustment is
unreasonable or not fully supported by adequate Price Adjustment Justification, the City
reserves the right to adjust the rate increase, or reject the requested Price Adjustment in its
entirety and allow the contract to expire at the end of the contract term. If the City elects not
to accept a requested Price Adjustment, the Purchasing Division may issue a new
solicitation.
16.6 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in
extensions or totals, the unit prices offered will govern.
16.7 Upon expiration of the Agreement term the successful bidder, agrees to hold over under
the terms and conditions of this Agreement for a reasonable period of time to allow the City
to re -bid an Agreement, not to exceed ninety (90) days. Vendor will be reimbursed for this
service at the prior Agreement rate(s). Vendor shall remain obligated to the City under all
clauses of this Agreement that expressly or by their nature extends beyond and survives
the expiration or termination of this Agreement.
16.8 Delivery of goods and/or services shall not be suspended by the Vendor without a 30 day
prior written notice to the Purchasing Manager.
16.9 Only Published price changes will be accepted. Prices that were in effect at the time of
order placement shall take precedence.
17.0 INSURANCE REQUIREMENTS — The Vendor shall carry insurance in the types and amounts for
the duration of this contract as listed in the draft service agreement, Attachment D to this
solicitation, and furnish certificates of insurance along with copies of policy declaration pages and
policy endorsements as evidence thereof.
18.0 PERFORMANCE - Failure of the City to insist in any one or more instances upon performance of
any of the terms and conditions of this Agreement shall not be construed as a waiver or
relinquishment of the future performance of any terms and conditions, but the Vendor's obligation
with respect to such performance shall continue in full force and effect.
19.0 SUBCONTRACTING - No subcontracting of the work under this contract will be allowed without
written permission from the City.
20.0 HAZARDOUS CONDITIONS
20.1 The Vendor is required to notify the City immediately of any hazardous conditions and/or
damage to any property.
20.2 Hazardous materials shall be handled with care and workers shall wear Personal Protective
Equipment (PPE) while handling hazardous material. If there are questions regarding how
to dispose of materials, the Vendor shall contact City of Fort Worth Code Compliance at
817-392-1234.
Fk—d 6 9 22nc
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 20 of 33
ff
20.0 CONTRACT ADMINISTRATION AND TERMINATION
20.1 Contract administration will be performed by the City Department. In the event the Vendor
fails to perform according to the terms of the agreement, The Department head or his/her
designee will notify the Vendor, in writing, of its failures. A meeting may be arranged to
discuss the Vendor's deficiencies. A written cure notice may be prepared giving the
Vendor 14 calendar days to cure any deficiency.
20.2 In the event the Vendor continues with unsatisfactory performance, the department will
promptly notify the Purchasing Manager who will take appropriate action to cure the
performance problem(s), which could include cancellation, termination for convenience or
default. If the agreement is terminated for default, the Vendor may be held liable for excess
cost and/or liquidated damages.
20.3 The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered, subject to offset for damages and other amounts which are, or
which may become, due and owing to the City.
20.4 The City reserves the right to terminate this agreement, or any part hereof, for its sole
convenience. In the event of such termination, the Vendor shall immediately stop all work
hereunder and shall immediately cause any and all of its suppliers and subVendors to
cease work. Subject to the terms of this agreement, the Vendor shall be paid a percentage
of the agreement price reflecting the percentage of the work performed prior to the notice of
termination, plus reasonable charges the Vendor can demonstrate to the satisfaction of the
City using its standard record keeping system, have resulted from the termination.
However, in no event shall the total of all amounts paid to the Vendor exceed the
agreement price. The Vendor shall not be reimbursed for any profits which may have been
anticipated, but which have not been earned up to the date of termination.
21.0 RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT
21.1 If the Federal award meets the definition of "funding eCFR — Code of Federal Regulations
agreement" under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into
a contract with a small business firm or nonprofit organization regarding the substitution of
parties, assignment or performance of experimental, developmental, or research work
under that "funding agreement," the recipient or subrecipient must comply with the
requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations
and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency.
22.0 CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT
22.1 Vendor shall comply with all applicable standards, orders or regulations issued pursuant to
the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as
amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding
agency and the Regional Office of the Environmental Protection Agency (EPA).
23.0 DEBARMENT AND SUSPENSION
23.1 Per Executive Orders 12549 and 12689, a contract award (see 2 CFR 180.220) shall not
be made to parties listed on the government -wide exclusions in the System for Award
Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement
Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989
Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties
declared ineligible under statutory or regulatory authority other than Executive Order
12549.
R.-A 5.9.22cc
IT6 23-0001 Heavy & Light Duty, Madne & Turf Vehicle Repairs
Page 21 of 33
24.0 BYRD ANTI -LOBBYING AMENDMENT (31 U.S.C. 13521
24.1 Firms that apply or bid for an award exceeding $100,000.00 must file the required
certification. Each tier certifies to the tier above that it will not and has not used Federal
appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each
tier must also disclose any lobbying with non -Federal funds that takes place in connection
with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the
non -Federal award.
24.2 Bidders shall provide proof of Byrd Anti -Lobbying Amendment certification filings with their
bid, if the bid exceeds $100,000.00.
25.0 RIGHT TO AUDIT
25.1 Vendor agrees that City shall, until the expiration of three (3) years after final payment
under the Agreement, have access to and the right to examine any directly pertinent books,
documents, papers and records of Vendor involving transactions relating to the Agreement.
Vendor agrees that City shall have access during normal working hours to all necessary
Vendor facilities and shall be provided adequate and appropriate workspace in order to
conduct audits in compliance with the provisions of this section. City shall give Vendor
reasonable advance notice of intended audits
26.0 NO BOYCOTT OF ISRAEL
26.1 If Vendor has fewer than 10 employees or this Agreement is for less than $100,000,
this section does not apply. Vendor acknowledges that in accordance with Chapter 2271
of the Texas Government Code, the City is prohibited from entering into a contract with a
company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the contract. The terms "boycott Israel" and "company" has the meanings ascribed to those
terms in Section 2271 of the Texas Government Code. By signing this Agreement,
Vendor certifies that Vendor's signature provides written verification to the City that
Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
27.0 PROHIBITION ON BOYCOTTING ENERGY COMPANIES
27.1 Vendor acknowledges that in accordance with Chapter 2274 of the Texas Government
Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the City is prohibited from
entering into a contract for goods or services that has a value of $100,000 or more that is to
be paid wholly or partly from public funds of the City with a company with 10 or more full-
time employees unless the contract contains a written verification from the company that it:
(1) does not boycott energy companies; and (2) will not boycott energy companies during
the term of the contract. The terms "boycott energy company" and "company" have the
meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as
added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To the extent that Chapter 2274 of the
Government Code is applicable to this Agreement, by signing this Agreement, Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not boycott energy companies; and (2) will not boycott energy companies during the
term of this Agreement.
P.—, d6922c.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 22 of 33
a,3
28.0 PROHIBITION ON DISCRIMINATION AGAINST FIREARM AND AMMUNITION INDUSTRIES
28.1 Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is
prohibited from entering into a contract for goods or services that has a value of $100,000
or more that is to be paid wholly or partly from public funds of the City with a company with
10 or more full-time employees unless the contract contains a written verification from the
company that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade
association. The terms "discriminate," "firearm entity" and "firearm trade association" have
the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as
added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that Chapter 2274 of the
Government Code is applicable to this Agreement, by signing this Agreement, Vendor
certifies that Vendor's signature provides written verification to the City that Vendor: (1)
does not have a practice, policy, guidance, or directive that discriminates against a firearm
entity or firearm trade association; and (2) will not discriminate against a firearm entity or
firearm trade association during the term of this Agreement.
R-d 6 9 22.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 23 of 33
ATTACHMENT -A
CONFLICT OF INTEREST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or
seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity
(i.e. The City of Fort Worth) must disclose in the Questionnaire Forms CIQ ("Questionnaire") the person's
affiliation or business relationship that might cause a conflict of interest with the local governmental entity.
By law, the Questionnaire must be filed with the Fort Worth City Secretary no later than seven days after
the date the person begins contract discussions or negotiations with the City, or submits an application or
response to a request for proposals or bids, correspondence, or another writing related to potential
agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176.
A copy of the Questionnaires Form CIQ is enclosed with submittal documents. The form is also available at
hftp:l/www.ethics.state.tx.us/forms/CIQ.pdf.
If you have any questions about compliance, please consult your own legal counsel. Compliance is the
individual responsibility of each person or agent of a person who is subject to the filing requirement. An
offense under Chapter 176 is a Class C misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business relationship that you might
have with the City, state Vendor name in the # 1, use N/A in each of the areas on the form.
However, a signature is required in the #7 box in all cases.
Revised 6,9,22.
ITS 23-0001 Heavy & Light Duty, Marine & Turf Vehide Repairs
Page 24 of 33
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Complem subparts A and B for each or brrxirwss rotationasltlp dowribad. Attach addlNonal pope to this Farm
C4 as necessary
N,
A is lira Itacal pouetnrnpnt off iter of a family-narnow of The [dfW ric.tairinq or 1*01Y to rorakra taxabw rt18WM,
C•ttTV than 1r'ivv&rl9nt iworm. from the voMbi-7
ElYf s F-1 No
$ Is thevorm rooming ter likely to 10c"o taxeW ncome. ohi r man Invc-5trnpnt inc mo. f~t�m C4 at ttre dattctittn
of M mal owpirirnanl office, W a ?Wr4 y morte" of Me of e, AND go taxaNe income i6 not tomIlved tom the
local '. : . I pntity^
71 YiA F] No
.J Describe each I or busyness ralatronshrp that the vendor rtjnwd m Section i mairrtawra wAh a torpor dbDn a
otho, btmrwso ontity wah teapect to which the local , , I ahK w serves as an ofttoel ar dlncaoe or bards an
oratwshrp rnlpreat of one percent o< more.
0I fi
❑L'.htttk and hart R the vwrdbt nos gVpn tt+i lo: ai 20v+'mmprt oil icipr tat a iTzmdy mamtaar of ttw oIl'rCw't]fta dr rt1Gre gilia
JE dpwtttod in .Section 176.Mtail2X5). ext-ItS°vrQ gns dG&M'bad in Ste xm 176}DID &-Il.
J
Sgnats
e of re b+ t , . a erttty lists
t atm ptavcW by Texas Et we 1rele c 1. - X 11 F PArAnad 111=21
Honied 4 9 22.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 25 of 33
1-fe
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy tR Chapter 176 of the Local Govettrnerli Cute may Wound a1 rtitp:Mlvww.stahlles leg ts. state.tx us
DocsrLGrht WLG 176. htm. For easy reference. below are some of the sections cited on this form.
Local Government Code b 176.OMM-at: 'Business resationsfup" means a connection between two or more parties
based on commercial activity of one of the parties. The term does nut Include a connection based on
(A) a transaction that a subject to rate or fee regulation by a tedera1, state, or local governmental entity or an
agency of a federal, slate, or boos" governmental entity,
(8) a A: _ . condwisd at a price and s ubjeti to terms avatable to the public; or
(C) a purchase of lease of goods or services from a person that Is chartered by a state or federal agency and
that Is subject to recquiw ; amination ny, and reporting to, that agency
Local Government Cady 6176, 0QG( aft 2)<At and (B)_
0k) A Kcal ,i , : n1 oiticer shall file a conOicts disclosure slaterr*M w al) respect to a verxtor
(2) the vender.
(A) has an employment or other business relationship with the local government clfhrcer or a
family member oh the officer that results in the officer or family member rec * ng tmatiie
Intone. other than Investment Income. thal exceeds SZ500 during the 12•monih period
preceding the date that the officer becomes were that
(1) a cortttact between the local , . :._l entity acid vendor has been executed;
or
(M) the local governmental entity is considering entering into a cvntracl with the
vendor:
(8) hasgiren to the Total., . nmm nr a family member of the atficat one of more gilts
that have an aggregate vague of mare than $1 K in the 12-m<mh penod preceding me date the
o1ficei becorr*s aware boat
(I) a contract between the local gotvernmenia I entity and ventio has been executed; of
(I() the local governmental entty is considering entering irno a contract with the vendor.
Local Government Code (i 176.006(a) and 4-1t
tat A von" shall fiis a -omoeted conflict of interest questionnaire if the venocx has a business telabonship
with a ftW governmental entity and
(1) has an employment or antler business relationship with a local gcyrefnrnent oftsoer of that local
gavemmentat entity. or a family member of the olticef. dewoed by Serttot 176.0fi'3(a)(2)(Al;
(2) has green a local guvetriment officer oll that local governmental entity, or a torrid member of the
o4dcer. erne or mom gifts wtih iris aggregate value %watred by Seam 176.043(a)(20), exciixllrig any
glh described by Section 176. D03(a-1); or
(3) has a famtty relationship with a local government officer of that I" governmental entity
(a-1) The cvtrlpleted corflitl of interest queslioinalre must be filed with the apofopnate records adminisnamt
riot Wet than the seventh business day after the later at,
(1) ins clate that the vendor
fA) begins discussions or neWiatrons to enter into a contract with the boat governmental
entity; or
(B) s bmrts to the local govemmental entity an applocatior, response to a request toi proposals
or bids, corresponoence, or anothet writing related to a potential contract with the local
1 : 1aI en111y; or
(2) the date the vendor becomes aware:
(A) o1 an employment of other business relationship with a locai governmenl officer or s
f" member of the off m. described by Subsection (a).
(B) that its vendw has given one a more gnus described by Sibsecpon (er : of
(C) of atomdy relationship with a local government offttuei
Form pwdodby Tom 6ltucsCcrr ms:w- rw.athica.statc t..us Reowd I • 2a_
iTB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 26 of 33
a. -I
ATTACHMENT -B
CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS
Section 2-14 of the Fort Worth Code of Ordinances authorizes the City Council, when considering
competitive sealed bids, to enter into a contract for certain purchases with a bidder whose principal
place of business is in the corporate limits of the City of Fort Worth and whose bid is within 3 or 5
percent of the lowest bid, depending on the value of the request and goods or services requested, if
the lowest bid is from a business outside the municipality and contracting with the local bidder
would provide the best combination of price and other economic benefits to the municipality.
Requests to be considered a local business must be submitted on this form with bid packages to be
considered by the City of Fort Worth. Questions should be addressed to the Purchasing staff listed in the
bid or request package.
The Fort Worth City Council requires the following information for consideration of location of a bidder's
principal place of business. Add additional sheets if needed to provide this information.
1. Locational Eligibility: Principal Place of Business in Fort Worth, Texas.
a. Do you have a Fort Worth office? If yes, identify address:
,Aq-K ki'4,Wr Mir
► 0 4 A-kQ\To wi a l
t' , . ITy- -7
b. What percentage of estimated gross company sales (worldwide) are sales originating in Fort
Worth? "Originating in Fort Worth" shall mean payable at the Fort Worth office. (must exceed
50%] 1 gL.7^ 1� b I WA,%0 f coo
2. Economic Development opportunities resulting from contract.
a. Number of Fort Worth resident -employees?
b. Amount of City of Fort Worth ad valorem taxes (real and business personal property) paid by
company (for prior tax year — Fort Worth office or former location, if Fort Worth office is newly -
established)? A '.04 (o% S
Certification of information:
The undersigned does hereby affirm that the information supplied is true and correct as of the date
hereof, under penalty of perjury.
L-aN&m%rY. 30-lxy
(Company Name) L. l (Date)
1:!IA� 4-t <;V�4%N L4 I Q,
(Signature) U (Printed Name and Title)
Revised 6 9 22..
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 27 of 33
a1.Q
ATTACHMENT C — VENDOR CONTACT INFORMATION
Vendor's Name: rk Z, a wA i � M�
Vendor's Local Address: 13act kic, i OM 1 l't' . ��r�T� .�iC 76I1`7
Phone: S"� •C1'M—''* ' 4A'1 Fax: A1i
Email: (rotes 1 LAr1LAe gj&l . C,p a
Name of persons to contact when requesting pservices or billing questions:
Name/Title_g�o a t— Y. L—,i x Q Y.[-
Phone: ��.- 9�g9 Fax: V�
Email: C t� l.�at.,ir�o.l'Y.PGc7W1
Nameffitle_kUnA a \f,0jjMQXl �a-tJtvP�t�t.oUa3+qQ� QG1�}11 1
Phone: �� 7 fit' -OAg J Fax: —*YJ
Email: .�it711rhQ.n an �t�M�tk[.Q ,s r�
NamelTitfe S0'af4 -) a&dliLes•�
Phone: q`73. QI-gal 4 q Fax: <J t A
Email: S Qv3 c`'%4srrs
Will your company accept P-card payments yes no
S nature Printed Na a Date
Rev,aed 6 9 22-
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehide Repairs
Page 28 of 33
�9�
ATTACHMENT D — DRAFT VENDOR SERVICE AGREEMENT
The draft service agreement is attached as a separate document.
Revised h 9.22ee
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 29 of 33
3(D
ATTACHMENT E - VENDOR QUALIFICATION QUESTIONNAIRE
The information provided on this questionnaire and in the bid submittal will be used to evaluate your bid.
Please answer each question thoroughly. Answers may be provided on a separate sheet as long as each
response is labeled according to the question.
t. Date your company was established? MGo-1 f Li `&'t
2. How many years has your organization been in business under its present name?
a. List any former names your organization has operated under and the bmeframe(s)
3. Have you ever defaulted on a contract? if so, why were you unable to fulfill the obligation?
V�s O
4 Is your company's facility within 75 miles of downtown Fort Worth?_'1.41 Yes 71 No
5 What is your facility address and hours of operation:
i3t79 \xa�\TL) m 1.OQL!�\c.:-N-Y 746IL`t
1lKn mot.) < V— r I
6 Please check the equipment your company is able to work on
_Air Compressors/ Equipment
_Asphalt/ Paving Equipment
Boats
Bucket Trucks
_Container Trucks
_Dump Trucks
_Fire Trucks
_Fork Lifts
_Fuel Trucks
Generators/ Power Generation Units
!_Golf Carts
—Heavy-Duty Trailers
Motorcycles
Motor Homes
Mowers
Qff-Road Equipment
_Scissors/ Man Lifts
_Sewer Equipment
_Sweepers
_Trailers (heavy and light)
_Tracker
Transfer Trucks
VIP
_Watercraft
Water Tankers
Please list any other equipment that is not listed above:
ITB 23-0001 Heavy & Light Duty. Manne & Turf Vehicle Repairs
Page 30 of 33
3]
7. Please list what primary manufacturers your company is able to work on.
rJ e..w H inNlC,A& RQ rti c.titTLk 'e.. "liz Cwil`� rc--MO �
L & c a
8. How many mechanics/ technicians does your company have on staff?
9. Does your company's mechanics and technicians, have any certifications or licenses?
71 Yes ® No
If you marked yes please list the certifications and/or licenses:
Dt,t- Vi a&L�'e, d.oa'T NnR.ve C erTi Ceti \oas r9-
10. Does your company offer delivery service? Yes Ll No
11. What is your company's warranty policy?
�tie�; e_ Tv�\teea,�tigc_i u�ei S�qT r
12. Does your company subcontract work? � Yes � No
If yes please list the type of work that is subbed out:
13. Please provide a detailed explanation of the methodology your firm will use approach to complete
repairs. (i.e. what is your process from the receipt of Purchase Order all the way to completion).
� � �� fin�.aa7 W ;11 d t.. a. �s,c,5s�nr►�.� e� -r o b �. r �-atr�y T� � � i.� b rq[ j
� S. tJG-W Pgrf-C, �,.�till b¢ ,NsT g[� :J u,tz�iT
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 31 of 33
3a--
14. How does your company handle set -backs, what is your process for completing the work on time, if
you discover there will be a delay in service, how will you overcome this?
ce,� •lqa.,k.s ckr*_
5 q T--Ark ► 4 4sa.4 S[ k"le.r Td\WAg k W- r pftrrs Sri
ems._
h�� �. -cti.�- �►ts �� szoc .a.d� q &eA\P,c' -i M W&4a,
Additional Comments:
kc—d 6.9.22o
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 32 of 33
-�>3
ATTACHMENT F
DOCUMENTATION CHECKLIST
Refer to Part 1, Section 14.2 for more information on the below required documents.
Required Documgnts Document Attached? Page Number(s) of Bid 13g,Woonse
YgglN4 *Bidder will need to number their
bid response in ink*
A completed and signed Bid
Submission Signature Page
A completed Bid Solicitation
3 Reference letters
Evidence that they are duly qualified i
and capable to fulfill and abide by the !
requirements listed herein with the bid
Bidder's background, number of years
in business, size of bidder's labor pool. y S 3 �-
Detailed performance plan that outlines
the method to be used to ensure that 3l
the needs of the City will be met.
Attachment A - Conflict of Interest
Questionnaire � e. Z�lS
Attachment B - A completed
Consideration of Location of Bidder's
Principal Place of Business (if
applicable)
Attachment C - A completed and signed
Vendor Contact Information
Attachment E - A completed Vendor's
Qualification Questionnaire
Any addendums sent out after the
�� ,3� 51,3$�39��Q,►�i
release of the bid
y E S
Scanned Copy of all required
Separate USB Drive with password
documents
included if necessary
K—d G 911c
TB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 33 of 33
(AN)
3L}
LANDMARK
E Q U I P M E N T
14.2.4 Bidders shall provide evidence that they are duly qualified and capable to fulfill and
abide by the requirements listed herein with the bid.
Landmark Equipment has been in business since 1989 supplying parts, service, and sales of agricultural
and construction equipment. We have 5 locations serving the Ft. Worth/Dallas and surrounding city's (Ft.
Worth, Irving, McKinney, Waxahachie, and McKinney).
14.2.5 Bidder's background, number of years in business, size of bidder's labor pool.
Landmark Equipment has been in business for 33 years and has 67 employees.
14.2.6 A detailed performance plan that outlines the method to be used to ensure that the
needs of the City will be met.
Over the years Landmark, in conjunction with major New Holland dealers, has designed and implemented
best practices for dealers in our industry. These best practices have been implemented in all aspects of
our business... parts, service, sales, hauling, inventory management, and accounting.
Gary Lyle
Vice Presiden
Landmark Equipment
972-579-9999
gary@landmarkeq.com
CORPORATE OFFICE
FORT WORTH
McKINNEY
WAXAHACHIE
1351 5, Loop 12
5000 Airport Frwy.
3774 N. Central Expwy.
2200 W. Hwy 287 Business
Irving, Texas 75060
Fort Worth, Texas 76177
McKinney, Texas 75070
Waxahachie, Texas 75167 Q�WUAW
� 972.579.9999 ph • 972,579.71371 fx
817.834,8131 ph • 817.831.8775 fx
972.548.9590 ph • 972.547.0564 fx
972.937.0101 ph • 972.937.0159 fx Aan1J+,nn1i
3�s
SORTWORTHO
ADDENDUM TO INVITATION TO BID NO. 23-0001
HEAVY & LIGHT DUTY, MARINE & TURF VEHICLE REPAIR
PURCHASING DIVISION
ADDENDUM NO. 1
INVITATION TO BID (ITB): 23-0001
BID OPENING DATE: November 17, 2022 (CHANGED)
REVISED BID OPENING DATE: December 1, 2022
DATE ISSUED: October 28, 2022
ITB No. 23-0001. issued October 26, 2022, is hereby amended as follows:
1 Deadline for Questions is changed from November 3. 2022 at 5:00 PM (Local Time) to November
10, 2022 at 5:00 PM (Local Time).
2 Answers Posted is changed from November 8, 2022 to November 15, 2022.
3 Bid Opening Date is changed from November 17. 2022 at 1:30 PM (Local Time) to December 1,
2022 at 1-30 PM (Local Time).
4. Part 1, Section 4.0, Pre -bid Conference and Site Visits, has been changed to read:
4.0 PRE -BID CONFERENCE AND SITE VISITS
4 1 Pre -Bid Conference: A pre -bid conference will be held in person and via
WebEx on Wednesday, November 9, 2022, at 10:00 AM (Local Time).
Attendance at pre -bid conferences is not mandatory but strongly
encouraged.
In -Person
City Hall
200 Texas St.
Fort Worth, TX 76102
City Managers Conference Room #380. Located on the 3rd Floor at the
North end of the building.
Webex
Meeting Phone Number: 469-210-7159
Meeting number (access code) 2551 775 5797
Meeting Password: TuEipmYZ728
Meeting Link:
httDs:llfortworthtexas webex.com/fQrtworthtexaWimha?M_ =mb d42af
3W3105199cd06cc344052
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No 1, Page 1 of 2
U
Heather Oakes
BUYER
By the signature affixed below, Addendum No. 1 is hereby incorporated into and made part of the above
referenced Invitation to Bid.
COMPANY NAME: e l A t ffrn£N r
SIGNATURE:
NOTE: Company name and si re us be the same as on the original bid documents. Failure to
return this form with your sealed bid ma nstitute grounds for rejection of your offer.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 1, Page 2 of 2
37
FORTWORTH.
ADDENDUM TO INVITATION TO BID NO. 23-0001
HEAVY & LIGHT DUTY, MARINE & TURF VEHICLE REPAIRS
PURCHASING DIVISION
ADDENDUM NO. 2
INVITATION TO BID (ITB): 23-0001
BID OPENING DATE: December 1, 2022 (UNCHANGED)
DATE ISSUED: November 15, 2022
ITB No. 23-0001, issued October 26, 2022, is hereby amended as follows:
1. Questions and Answers document is hereby incorporated, in full text, on page 2 and 3.
2. Freight charges shall be reimbursed to the Vendor on cost + _% markup basis.
3. The Price Submittal is revised to add freight charges and is attached in full text on page 4 and 5
of this addendum.
All other terms and conditions remain unchanged.
7Q(,e.it
Taylor Dean
BUYER II
By the signature affixed below, Addendum No. 2 is hereby incorporated into and made part of the above
referenced Invitation to Bid.
COMPANY NAME: L4atA�C'� l►�Ut���N1�-N T
SIGNATURE:rw t.Jl
NOTE: Company name and signs�musthe same as on the original bid documents. Failure to
return this form with your sealed bid may constitute grounds for rejection of your offer.
3Cb
Questions and Answers
Q1. Is a vendor registration number needed?
A1. A vendor registration is not needed in order to complete the bid response. If one cannot be
provided, please add "NIA". During the awarding process, the vendor will be then be reached out
to with City of Fort Worth vendor registration instructions.
Q2. How are heavy and light duty vehicles defined?
A2. Please see page 14, Section 6.0 Definitions. Light duty vehicles are vehicles with a gross
vehicles weight under 10,000 pounds. NAFA class codes (1000-4999). Heavy duty vehicles are
vehicles with a gross vehicle weight over 10,000 pounds. NAFA class codes (7000-9000).
Q3. On page 14, Section 7.0 Types of Vehicles and Equipment, VIPs are listed. Can VIPs be
confirmed?
A3. VIP is a boat manufacturer.
Q4. As prices are constantly fluctuating, how will price changes be handled?
A4. Please see Page 19, Section 16.0 Unit Price Adjustment. The Vendor may request a Price
Adjustment based on Price Adjustment Verification up to one time Quarterly. Please see section
16.2 for the City's Fiscal year quarters.
Q5. For clarification, are line items 7 and 8 hauling fees?
A5. Item lines 7 and 8 are defined for the transport of any vehicle by hauling means or being driven to
and from a vendor.
Q6. How many units does the Department have regarding scissors and forklifts?
A6. The Department has 40 Fork lifts of varying sizes and 19 manlifts/of various types.
07. A Vendor will be bidding on multiple items in the Bid ITB 23-0001. They have different labor rates
in regards to Heavy Duty On -Highway vs Electrical Field Service work for compressors,
generators or off -highway equipment. How and where should these be separated? Specifically
lines 1 through 8 are being reviewed.
A7. An attachment should be added to the bid with all cost and services the Vendor can offer.
Q8. In regards to parts pricing Lines 10 through 13. A Vendor will be bidding on multiple lines of parts
from Detroit to Allison and many others to include Cummins, Bendix, etc. etc. These parts will be
priced differently so as the Vendor can be competitive and in addition to give the City of Ft. Worth
the best prices possible. For instance, each part group from Detroit, Allison, Cummins and Deutz
will have separate cost + percentages. How and where should this be broken down and
separated? Should an attachment be added to the bid so as to accommodate all that the Vendor
can offer?
A8. Yes, add an attachment to the bid with all cost and services the Vendor can offer should be
added.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 2 of 5
35
Q9. On Line 1. So as to be clear and submit correctly, you are requesting that the Vendor puts in their
hourly labor rate in Unit Price and then multiply that by the qty of 1000.00 to obtain a total to
submit?
A9. The Vendor shall add their hourly labor rate in the Unit Price and then multiple that quantity by
1,000.00 in order to obtain the Total.
Q10. How should shop items and freight be handled? Should freight have its own line item, or should
freight be included in all items, per the bid (page 12, Section 1,5)
A10. Shop fees (IE Haz Mat, disposal and or environmental fees, machine fees, battery tax PC flat rate
charges) should be billed at 5% of total labor but not to exceed $100.
Freight charges should be bid at cost + _%.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 3 of 5
FORT"
W .
40
PRICING SUBMITTAL
Event ID Page
CF1101-21-0001 1
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine 1, Turf Vehicle Repairs
Start Time Finish Time
10/2G/2022 07:00:00 CDT 12/01/2022 13:30:00 CST
Invited: PUBLIC EVENT
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 1
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY - Hourly Shopr Rate, Mon-
1000.00
HR
Fri 7 am -9:30 pm
V �
100 00
Line: 2
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY - Hourly Shop Rate, Mon -Fri
1000,00
HR
7am-9:30pm
I vO
1 d O i O QV
Line: 3
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7 am -9:30 pm
Line: 4
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY Hourly Field Rate, Mon -Fri
500.00
HR
7am-9:30pm-
Line: 5
Description:
Qty
Unit
UnitPrice
Total
HEAVY DUTY- Shop Hourly Labor Rate, After
200.00
HR
Hours (Friday from 9:31 pm through Monday at
6:59 am), Holidays, Weekends
eta C5
��tOOt7
Line: 6
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Shop Hourly Labor Rate, After
200.00
EA
Hours (Friday from 9:31pm through Monday
5:59am), Holidays, Weekends
t D
aaG r (?
Line: 7
Description:
Qtv
Unit
UnitPrice
Total
HEAVY DUTY- Transportation Fee (Pick-up
100.00
EA
& Delivery Inclusive) If applicable, Round
Trip
i.f.7 O
aD ,D00
Line: 8
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY- Transportation Fee (Pick-up &
100.00
EA
Delivery Inclusive) If applicable, Round Trip
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 3 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 4 of 5
FORT�WO RT_H.
PRICING SUBMITTAL
Event ID Page Invited: PUBLIC EVENT
CFW01-23-0001
Event Round Version
1 1
Event Name
ITB Heavy & Light Duty, Marine & Turf Vehicle Repairs Submit To: City of Fort Worth
Start Time Finish Time FINANCIAL MANAGEMENT SERVICES
10/26/2022 07:00:00 CDT 12/01/2022 13 :30.00 CST FINANCE - City Hall Purchasing
200 Texas St. (Lower Level Rm 1500)
Fort Worth TX 76102-6314
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 9
Description:
Qtv
Unit
UnitPrice
Total
Washing, Waxing, Polishing
150.00
EA
Line: 10
Description:
Qty
Unit
UnitPrice
TOW
HEAVY DUTY- Parts- Cost (+)Q % Markup. (Apply
250,000.00
EA
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000:
1 S.Ci
3 f
250,000 + 25000= 275,000)
Line: 11
Description:
Qtv
Unit
UnitPrice
Total
LIGHT DUTY, Parts- Cost (+) 10 % Markup. (Apply
250,000.00
E4
Mark Up Percentage Bid To $250,000 To Obtain
Correct Sum. Example: 250,000 X 10%=25,000:
t
250,000 + 25.000= 275,000)
Line: 12
Description:
aty
Unit
UnitPrice
Total
LIGHT DUTY- SubContracting, Cost (+) _ %
Markup. (Apply Mark Up Percentage Bid To $150.000
125,000.00
EA
l
a O�►O-
�� t
To Obtain Correct Sum. Example: 125,000 X 10%
=12,500; 125,000 + 12,500= 137,500)
Line: 13
Description:
QtvIt
UnitPrice
Total
HEAVY DUTY - SubContracting, Cost (+) %
Markup. (Apply Mark Up Percentage Bid To $125.000
125,000.00
EA
To Obtain Correct Sum. Example: 125,000 X 10% _
-
12,500; 125.000 + 12,500= 137,500)
Total Bid Amount:
I ass, 00-z-,
C.oST
Freight Charges - Actual + 0% markup Ac.T V►q I tz)o v\Q%1.�V
Items not listed above will be offered at a markup of o % �+�
(All parts and replacement parts may be added on an as needed basis throughout the life of the agreement, therefore, the
bidder shall submit a price list for all available items with their bid submittal.)
A bid of "0" will be interpreted by the City as a no -charge (free) item and the City will not expect to pay for that item. A bid
of "no bid" or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that
item. Be advised, a "no bid" or no response may be considered as non -responsive and may result in disqualification of
this bid.
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Page 4 of 33
ITB 23-0001 Heavy & Light Duty, Marine & Turf Vehicle Repairs
Addendum No. 2, Page 5 of 5
(AD)
4a
LANDMARK
E Q U I P M E N T
Reference letters:
We reached out to several of our large municipalities that we do business, City of Irving, City of Dallas,
City of Garland, City of McKinney, anc they all said their legal department or stated policies would not
allow them to provide this type of do .ument. I have attached an email response from James Miller,
facilities manager, with the City of Dallas.
Thank you for considering thEI City of Dallas for a referral. Unfortunately, with our
policies and procedures as well as our rules from management, we are unable to
provide the document provided.
will say that Landmark has a iways been top notch and come through when
needed.
I
Good luck with your endeavors.
Jim Miller
Manager - Facilities
City of Dallas I DallasCitvHall.com
Dallas Water Utilities
4120 Scottsdale Dr.
Dallas, TX 75227
0: 214-670-8525
ames.miller2@dallas.gov
I have included one letter of referent from, Housley Group, one our larger construction
Communications companies.
Gary Lyle
Landm ' me
Vice President
972-579-9999
gary@landmarkeq.com
CORPORATE OFFICE FORT WORTH McKINNEY
1351 S. Loop 12 5000 Airport "3774 N. Central Expwy.
Irving, Texas 75060 Fort Worth, Ti'xas 76117 McKinney, Texas 75070
Wiwi i � muu.0 972.579.9999 ph • 972.579.7871 fx 817.834.8131 1;h • 817.831.8775 fx 972.548,9590 ph • 972.547.05641x
WAXAHACHIE
2200 W. Hwy 287 Business
Waxahachie, Texas 75167
972.937.0101 ph • 972,937.0159 fx
Or Nz m
mllwjull
AX__-
Gary Lyle
From:
Miller, Jams <james.miller2@dallas.gov>
Sent:
Wednesda , November 30, 2022 2:11 PM
To:
John Heste
Cc:
Bret Wesol k; Gary Lyle; Boger, Ernest
Subject:
FW: Referral Letter
Attachments:
Template fi r Experience with Landmark Equipment (1).docx
Good afternoon Mr. Hester,
Thank you for considering the City cf Dallas for a referral. Unfortunately, with our policies and
procedures as well as our rules from management, we are unable to provide the document
provided.
I will say that Landmark has always Seen top notch and come through when needed.
Good luck with your endeavors.
Thanks,
Jim Miller
Manager - Facilities
City of Dallas I DallasCitvhall.com
,`. Dallas Water Utilities
4120 Scottsdale Dr.
Dallas, TX 75227
O: 214-670-8525
iames.miller2(@dallas.g_ov
APlease consider the environment before priniing this e-mail
"OPEN RECORDS NOTICE This email and responses may be subject to the Texas Open Records Act and may be disclosed to the
public upon request Please respond accordingly. —
From: John Hester<iohn.hester@land marke� com>
Sent: Wednesday, November 30, 202211:32 aM
To: Boger, Ernest <ernest.boRerPdallas.Rov>
Cc: Bret Wesolek <bret@land markeq com>; "ary Lyle <RarvPlandmarkea.com>
Subject: Re: Referral Letter
Corporate Office.
3550 S. Bryant Blvd.
(Mail: P.O. Box 2899)
San Angelo, Texas 76902
325.944.9905
325.944.1781 Fax
Landmark Equipment
13515 Loop 12
Irving, TX 75060
To whom it may concern,
HOUSLEY
GROUP
Metroplex Office.
Central Texas Office:
3122 Keflway Drive
625 Schneider Blvd
Carrollton. Texas 75006
Hutto, Texas 78634
972.931.2686
512.759.3940
972.248.1363 Fax
512.759A229 Fax
November 30, 2022
I have worked with Landmark Equipm ant for 12 years on the accounts payable side of Housley
Communications and specifically with Ronda Richardson, Credit Manager, for many of those years.
Housley Communications has worked with Landmark Equipment much longer than that in various
equipment service and parts requirements, and equipment purchases. 1 can only speak from my point
of view.
I would characterize our relationship as friendly and very professional. I can call with questions and get
immediate answers most always and e✓en if I have to leave a message, Ronda always returns my call
promptly or sends an email as to wher she will get back with me.
On a level of 1-5, 5 being highly satisfie d and would highly recommended, I would give them a 5. 1 feel
this way because no matter the situati n, I am always treated with the utmost respect and my situation
is handled as if I am the only customer Of Landmark Equipment.
On a level of 1-5, 5 being highly likely th continue to use them, I would give them a 5. 1 feel this way
because if a vendor is going to take car, of you as if you are their one and only customer, that is where
you want to keep your business.
Si
DALE-NA.A-FREEMAN
AP Manager, Housley Group
325-659-6172
<dfreeman@hc-inc.com>
EXHIBIT E
VERIFICATION OF SIGNATURE AUTHORITY
NAME OF VENDOR EquipmentShare.com Inc
Address 5710 Bull Run Drive, Columbia, MO 65201
Execution of this Signature Verification Form ("Form") hereby certifies that the following
individuals and/or positions have the authority to legally bind Vendor and to execute any agreement,
amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order,
resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor
will submit an updated Form within ten (10) business days if there are any changes to the signatory
authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been
properly executed by Vendor.
Na e: Jabbok Schlacks
P sitio : CEO
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name:Ve:
Signatu
Other T
Date: 8/l/23
M&C Review Page 1 of 3
0
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGEND FORTWORTH
Create New From This M&C
13P ITB 23-0001
DATE: 2/14/2023 REFERENCE **M&C 23- LOG NAME: LIGHT/HEAVY DUTY
NO.: 0067 VEHICLE REPAIRS SVS TD
PMD
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Non -Exclusive Purchase Agreements with Autonation Chevrolet,
Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer
Equipment Co. Inc, Industrial Power LLC, Kirby -Smith Machinery, Landmark Equipment
Co., RDO Equipment Company, Stewart & Stevenson, Texan Waste Equipment dba Heil
of Texas, and WildFire Truck Equipment Sales LTD, for Heavy and Light Duty, Marine
and Turf Vehicle Repairs for the Property Management Department for a Combined
Annual Amount Up to $2,000,000.00 for the Initial Term and Authorize Four One -Year
Renewal Options for the Same Annual Amount
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements
with Autonation Chevrolet, Autonation Ford, Bruce Lowrie Chevrolet, Buck's Wheel & Equipment
Co., CLS Sewer Equipment Co. Inc, Industrial Power LLC, Kirby -Smith Machinery, Landmark
Equipment Co., RDO Equipment Company, Stewart & Stevenson, Texan Waste Equipment dba Heil
of Texas, and WildFire Truck Equipment Sales LTD, for heavy and light duty, marine and turf vehicle
repairs for the Property Management Department for a combined annual amount up to $2,000,000.00
for the initial term and authorize four one-year renewal options for the same annual amount.
DISCUSSION:
The Property Management (Fleet) Department approached the Purchasing Division for assistance
with securing an annual agreement for repair services of City -owned heavy and light duty, marine,
and turf vehicles for the Property Management Department on an "as needed" basis. In order to
procure these services, purchasing staff issued Invitation to Bid (ITB) No. 23-0001. The ITB included
detailed specifications describing the requirements for light and heavy duty vehicle repairs and
services.
The ITB was advertised in the Fort Worth Star -Telegram on October 30, 2022, November 2, 2022,
November 9, 2022, November 16, 2022, November 23, 2022, and November 30, 2022. Twelve
responses were received.
An evaluation panel consisting of representatives from the Property Management and Code
Compliance Departments evaluated and scored the responses using Best Value criteria. The
individual scores were averaged for each of the criteria and the final scores are listed in the table
below.
Bidders 11 Evaluation Criteria
11 a 11 b 11 c 11 d 11 e 11 Tota
lAutonation Chevrolet 11 5 11 5.33 11 5.33 11 10.67 II 7.5 II 33.83
lAutonation Ford 11 5 11 5 11 5 11 10 II 7.5 II 32.50
113ruce Lowrie Chevrolet 116.33116.3311 5 II 11.33 II 8 II 37.00
Buck's Wheel & Equipment Co. �� 6 116.33115.3311 10 11 9 II 36.67
http://apps.cfwnet.org/council_packet/mc review.asp?ID=30694&councildate=2/14/2023 2/15/2023
M&C Review
Page 2 of 3
ICLS Sewer Equipment Co. Inc
5 11 5 114.6711
10 11
8 II 32.67
Industrial Power LLC
116.33116.33115.3311
14 11
10 1142.00
Kirby -Smith Machinery
115.5711 6 11 4 II
13.33 117.501136.50
Landmark Equipment Co
11 5 11 6 115.3311
8.67 11
8 II 33.00
IRDO Equipment Company
115.6711 6 11 5 II
11.33 II
8 II 36.00
Stewart & Stevenson
11 6 116.67115.6711
12.67 II
9 II 40.00
Texan Waste Equipment dba Heil of Texas
11 5 115.33114.3311
10 11
8 II 32.67
JWildFire Truck Equipment Sales LTD
115.3311 6 115.6711
10 II
7.5 II 34.50
Best Value criteria:
(a) Contractor's qualification;
(b) Contractor's experience;
(c) Contractor's references;
(d) Contractor's availability of resources (personnel)
(e) Contractor's approach to perform services
After evaluation, the panel concluded that Autonation Chevrolet, Autonation Ford, Bruce Lowrie
Chevrolet, Buck's Wheel & Equipment Co., CLS Sewer Equipment Co. Inc, Heil of Texas, Industrial
Power LLC, Kirby -Smith Machinery, Landmark Equipment Co., RDO Equipment Company, Stewart &
Stevenson, and WildFire Truck Equipment Sales LTD presented the best value to the City and
therefore, recommends that Council authorize non-exclusive agreements with these vendors. Under
these non-exclusive agreements, the department will order services according to the lowest cost and
availability. No guarantee was made that a specific amount of services would be purchased. Staff
certifies that the recommended vendors' bids met specifications.
Funding is budgeted in the Fleet Service Outside Rep & Maint account of the Property Managment
Department's Fleet & Equipment Sery Fund, as appropriated.
DIVERSITY AND INCLUSION (DVIN) - A waiver of the goal for Business Equity subcontracting
requirement is approved by the DVIN-BE, in accordance with the Business Equity Ordinance,
because the purchase of goods or services is from sources where subcontracting or supplier
opportunities are negligible.
AGREEMENT TERMS - Upon City Council approval, this agreement shall begin upon execution and
expire one year from that date.
RENEWAL TERMS -This agreement may be renewed for four additional one-year renewal
periods. This action does not require specific City Council approval provided that the City Council
has appropriated sufficient funds to satisfy the City's obligations during the renewal term.
ADMINISTRATIVE CHANGE ORDERS - In addition, an administrative change order or increase may
be made by the City Manager up to the amount allowed by relevant law and the Fort Worth City Code
and does not require specific City Council approval.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation, funds are
available in the current operating budget, as previously appropriated, in the Fleet & Equipment
Sery Fund. Prior to an expenditure being incurred, the Property Management Department has the
responsibility to validate the availability of funds.
BQN\\
TO
7 Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
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M&C Review
Page 3 of 3
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manager's Office bv: Reginald Zeno (8517)
Dana Burghdoff (8018)
Originating Department Head: Anthony Rousseau (8338)
Steve Cooke (5134)
Additional Information Contact: Anthony Rousseau (8338)
Taylor Dean (7648)
ATTACHMENTS
13P ITB 23-0001 LIGHT HEAVY DUTY VEHICLE REPAIRS SVS TD PMD funds availabilitv.pdf
(CFW Internal)
23-0001 LightDutvVehicles Waiver.pdf (CFW Internal)
All 1295 Forms.pdf (CFW Internal)
All SAMS Reports.pdf (CFW Internal)
Combined FID TABLE.xlsx (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=30694&councildate=2/14/2023 2/15/2023