HomeMy WebLinkAboutContract 57818City Secretary Contract No. _____________
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Buck’s Wheel & Equipment Co.
NON-EXCLUSIVE VENDOR 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 H&H Automotive
Services dba A Premier Automotive Services (“Vendor” or “Contractor”), a C Corporation 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 RFP No. 22-0082, the City solicited bids to award non-exclusive services
agreements to multiple bidders to provide non-exclusive repairs, maintenance and purchase of parts for
a variety of light duty vehicles, lawn, and marine equipment in the City’s fleet, on an as needed basis in
the City with an aggregate amount of up to $669,010.00 per year for contracts awarded to the successful
bidders;
WHEREAS, Vendor was one of the successful bidders awarded a contract to provide non-
exclusive repairs, maintenance and purchase of parts for a variety of light duty vehicles, lawn, and marine
equipment in the City’s fleet, on an as needed; and
WHEREAS, City and Vendor wish to set out terms of Vendor’s non-exclusive repairs,
maintenance, and purchase parts for a variety of light duty vehicles, lawn, and marine equipment in the
City’s fleet.
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 RFP No. 22-0082
5.Exhibit D – Contractor’s Bid Response to City’s RFP No. 22-0082; 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.Scope of Services.
1.1 Vendor shall provide to the City, repairs, maintenance and purchase of parts for a
variety of light duty vehicles, lawn, and marine equipment in the City’s fleet, on an as needed basis
(“Services”), which are set forth in more detail in Exhibit “A,” attached hereto and incorporated
herein for all purposes.
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1.2 Vendor understands and agrees that the City will award non-exclusive purchase
agreements to multiple bidders for service repairs maintenance and purchase of parts for a variety
of light duty vehicles, lawn, and marine equipment in the City’s fleet, on an as needed basis, as
outlined in City of Fort Worth Bid Solicitation (RFP No.22-0082), 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 RFP No. 22-0082 shall be an amount
not to exceed $ 669,010.00 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 22-0082 (“Vendor’s Response”) is attached hereto as Exhibit D, and
incorporate herein for all purposes.
2. Term. This Agreement begins on June 14, 2022 (“Effective Date”) and expires on June
13, 2023 (“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 t erms and
conditions, for up to four (4) one-year renewal option(s) (each a “Renewal Term”).
3. Compensation.
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
compensation under this Agreement will not exceed Six Hundred Sixty-Nine Thousand, Ten
Dollars and No Cents ($669,010.00). 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 further understands and agrees that the aggregate amount of all contracts
awarded to multiple Vendors under RFP No. 22-0082 shall be an amount not to exceed
$ 669,010.00 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.
3.2 Vendor agrees to submit estimates and invoices in accordance with the estimate
and invoice requirements stated in Exhibit A.
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-appropriation 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
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completed or partially completed documents prepared under this Agreement. In the event Vendor
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
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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
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.
8. Liability 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, FROM AND AGAINST ANY AND ALL CLAIMS
OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED 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
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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
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.
9. Assignment and Subcontracting.
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
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Employers’ liability
$100,000 - Bodily Injury by accident; each accident/occurrence
$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 Requirements
(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. Compliance 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
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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.
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
To VENDOR: Tracy Hayes
H&H Automotive Services dba
A Premier Automotive Services
Attn: President
2841 White Settlement Road
Fort Worth, TX 76107
Facsimile: N/A
14. Solicitation of Employees. 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
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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.
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 Majeure. 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 Fo rce 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 Nationality 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
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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
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 (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 Authority. 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 Company 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 Boycott 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 Boycotting Energy Companies. Vendor acknowledges that, in
accordance with Chapter 2274 of the Texas Government Code, as added by Acts 2021, 87th Leg., R.S.,
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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.
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]
IN WITNESS WHEREOF, the par ties hereto have executed this Agreement in multiples.
CITY OF FORT WORTH:
pa;u:z_, .!3't, .. L' / // By : Dana Burghdoff (Jul 7, 202�:45 CDT) f ./ ./
Name: Dana Burghdoff
Title: Assistant City Ma nager
APPROVAL RECOMMENDED:
By: Ste;.;;,;; (Jul 7, 2022 U:47 CDT)
Name: Steve Cooke
Title: Property Ma nagement Director
ATTEST:
By: X�.{;J!=n!{fcon Name: Jannette S. Goodall
Title: City Secretary
VENDOR:
H&R Automotive Services dba A Premier Automotive Services
By: �� Name:
Title:
Da te:
Vendor Services Agreement
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.
Eliana uuevqrq on behalf ofA;fqn .5huror By: Eliana Guevara on behalf of Alan Shuror (Jul 7, 2022 08:47 CDT) Name: Alan Sburor
Title: Assistant Director, General Services
APPROVEDASTOFORMANDLEGAIJ1Y:
By: Christgct,lffi:7 202215:05 CDT) Name: Christopher Austria
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0461
Form 1295: 2022-889251
Page 11 of24 H&H Automotive Services dba A Premier Automotive Setvices
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H&H Automotive Services dba A Premier Automotive Services
EXHIBIT A
SCOPE OF SERVICES
1. The Property Management Department (PMD) shall utilize this Agreement for service repairs
maintenance and purchase of parts for a variety of light duty vehicles, lawn, and marine equipment in
the City’s fleet, on an as needed basis.
2. 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 in writing if mutually agreed by the Vendor and City.
3. 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.
4. All items supplied resulting from this bid shall be of recent production, unused, and suitable for their
intended purpose.
5. CONTRACTOR RESPONSIBILTIES
5.1. Contractors shall provide pricing on parts and labor for the services and a list of brands provided
on the attached Bid Solicitation pages of this ITB.
5.2. Contractor shall provide unit prices for listed items. Unit prices shall include all associated costs
unless specified in Exhibit B, not limited to delivery, fuel and handling charges. No additional
charges will be accepted or paid by the City.
5.2.1. The City will ensure that vehicles will have a minimum of a quarter (1/4) tank of fuel when
dropped off for service.
5.3. Contractors may charge an hourly non-warranty labor rate per service, a cost plus (+) for parts, a
diagnostic fee (detailed out), and any applicable transportation fees, if any, as indicated on
Exhibit B. There are no guarantees the City will accept or held financially or liable for costs
outside of labor and materials/ parts unless specified on Exhibit B.
5.4. Contractors shall provide documentation on their personnel authorized to perform work on City
vehicles and equipment. This includes all certifications, such as the National Institute for
Automotive Service Excellence (ASE) or Manufacturer required training, which qualifies the
vendor to perform said work. All licenses, permits, insurance and any other documentation that
is required by local, state and/or federal agencies are to be maintained during the term of this
contract.
5.5. Contractors shall be authorized to diagnose, repair and service vehicles and equipment for the
City’s Light-duty fleet.
5.6. Contractors shall perform 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.
5.7. Contractors shall respond and supply requested materials or services required during regular
business hours within the response time (DELIVERY) from receipt of request per section 6.0 or
less including shipment by mutual agreement form the time original request is made.
5.8. Contractors shall 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. Additional
fees for priority services are prohibited.
City Secretary Contract No. _____________
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6. HOURS
6.1. Contractors shall respond to a work order within 24 hours of notification.
6.2. Contractors shall deliver 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.
7. AFTER HOURS
7.1. After hours shall be considered from Friday at 9:31 pm through Monday at 6:59 am, holidays
and weekends.
8. PARTS
8.1. 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.
8.2. Vendor shall warranty 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.
8.3. The City reserves the right to supply parts as the City determines is necessary.
8.4. Vendor may charge a cost plus (+) for parts as indicated on Exhibit B. There are no guarantees
the City will accept or held financially or liable for costs outside of labor and materials/ parts
unless specified on Exhibit B .
9. INVENTORY OF ASSETS
9.1. Assets that may need repairs and services but are not limited to, the inventory listed below:
Up to 3,000 on-road and 1,600 off -road vehicles and equipment including, but not limited to:
Make of Equipment Manufacturers
Vehicles and Equipment under One Ton in
GVW
Dodge
Jeep
Ram
Lincoln
Buick
Cadillac
Chevrolet
Acura
Infiniti
Lexus
Sprinter
VIP
Tracker
Zodiac
BMW
Mercedes
Stellantis (Chrysler)
Ford
Lincoln
GMC
Honda
Hyundai
Kia
Nissan
Rivian
Subaru
Toyota
Volkswagen
Volvo
Freightliner
Zodiac
White River Marine
Caddo Manufacturing
Bertram
Boston Whaler
Chaparral
Yamaha
Zodiac Nautic
John Deere (yellow iron)
Kubota
Scag
Husqvarna
Toro
Cub Cadet
Jacobsen
Snapper
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10. ESTIMATES
10.1. Vendors will be required to provide written estimates to Fleet Service Center Supervisors or
designee personnel before the start of any work. The estimates may be emailed to the Fleet
Service Center Supervisors or designee who requested the services to be completed.
10.2. If during the course of the originally estimated repairs, it is noted that further repairs will be
needed, a revised estimate must be prepared by Vendors for the additional work.
10.3. Estimates provided by vendors shall state ‘Warranty Service’ if City vehicles or equipment will
be serviced for warranty work.
10.4. Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.
10.5. Vendors shall send confirmation and a cost estimate to the Fleet Service Center Supervisor(s)
or designee within 24 hours of receiving a list of equipment for inspection and testing.
10.6. Vendor shall identify the repair direction and shall email an estimate with specific details of the
repairs needed regardless of warranty or non-warranty
10.7. All estimates provided by vendors will be quoted on a ‘time and materials’ basis, 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:
10.7.1. Estimates shall include number of and cost of part(s) to be installed.
10.7.2. Estimates shall include cost of labor to perform repair and/or installation; itemized by
number of labor hours per labor line.
10.7.3. Estimates shall include itemized inspection/diagnostic fees.
10.7.4. Transportation fees, if any, for pick-up or delivery.
10.7.5. Miscellaneous shop fees will not be allowed. This should be considered when bidding
applicable costs in the other time and materials categories.
10.7.6. Travel charges for mobile services will only be considered if included in Exhibit B and
should be itemized.
10.8. Final invoices submitted to the City for work performed should always match the final estimate
received and approved by the City. All revised estimates must be approved in writing prior to
billing.
10.9. Fleet Service Center Supervisors or designee will provide written authorization and a Purchase
Order (PO) to proceed with the inspection and testing or repairs after evaluating the estimate.
Vendors are not authorized to proceed with inspection, testing or repairs based on verbal
authorizations and assumes all liability and responsibility for inspection, and testing performed
based on such verbal authorizations.
10.10. PMD Fleet shall issue a purchase order for billable repairs and sent to the vendor via email.
Repairs are NOT to be performed until a purchase order has been issued and provided to the
Vendor from PMD Fleet Division. This ensures proper tracking and documentation are in
place for the Vendor and the City
10.11. Fleet shall create necessary work order for tracking.
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10.12. Fleet staff shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
10.13. Vendor shall be notified, via email, of repairs needed and/or diagnosis from Fleet.
11. INVOICING REQUIREMENTS
11.1. The City of Fort Worth has begun implementing an automated invoicing system.
11.2. The Contractor shall send invoices electronically to our centralized Accounts Payable
department invoice email address: supplierinvoices@fortworthtexas.gov. 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.
11.3. 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)
11.4. To ensure the system can successfully process your invoice in an expedient manner, please
adhere to the following requirements:
11.4.1. All invoices must be either a PDF or TIFF format.
11.4.2. Image quality must be at least 300 DPI (dots per inch).
11.4.3. Invoices must be sent as an attachment (i.e. no invoice in the body of the email).
11.4.4. One invoice per attachment (includes PDFs). Multiple attachments per email is
acceptable but each invoice must be a separate attachment.
11.4.5. Please do not send handwritten invoices or invoices that contain handwritten notes.
11.4.6. Dot matrix invoice format is not accepted.
11.4.7. The invoice must contain the following information:
11.4.7.1. Supplier Name and Address;
11.4.7.2. Remit to Supplier Name and Address, if different;
11.4.7.3. Applicable City Department business unit# (i.e. FW013)
11.4.7.4. Complete City of Fort Worth PO number (i.e. the PO number must contain all
preceding zeros);
11.4.7.5. Invoice number;
11.4.7.6. Invoice date; and
11.5. Invoices should be submitted after delivery of the goods or services.
11.6. 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 supplierinvoices@fortworthtexas.gov.
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_AccountsPayable@fortworthtexas.gov.
11.7. 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.
11.8. 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
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11.9. 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 Contractor’s support.
11.10. If Contractor has any questions, please contact the Accounts Payable team at (817) 392-2451
or by email to ZZ_FIN_AccountsPayable@fortworthtexas.gov.
11.11. Contractor shall not include Federal, State of City sales tax in its invoices. City shall furnish a
tax exemption certificate upon Vendor’s request.
12. HAZARDOUS CONDITIONS
12.1. The Vendor is required to notify the City immediately of any hazardous conditions and/or
damage to City property.
13. UNIT PRICE ADJUSTMENT
13.1. The unit prices may be adjusted for increases or decreases in Vendor’s cost during the renewal
period but before the effective date of the renewal upon written request from the Vendor.
13.2. The Vendor must submit its price adjustment request, in writing, at least 60 days before the
renewal effective period. The Vendor shall provide written proof of cost increases with price
adjustment request.
13.3. If the City concludes that the rate increase being requested is exorbitant, the City reserves the
right to adjust the rate request, or reject the rate request in its entirety and allow the contract to
expire at the end of the contract term. If the City elects not to exercise the renewal option, the
Purchasing Division will issue a new solicitation.
13.4. Prices bid shall remain firm for each one-year term of the Agreement and shall include all
associated freight and delivery costs.
13.5. 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.
13.6. 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.
13.7. Goods and/or services shall not be suspended by the Vendor without a 30-day prior written
notice to the City.
14. PERFORMANCE
14.1. 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.
15. COMPLAINTS
15.1. Complaints processed through the City Purchasing Division are to be corrected within fourteen
(14) days of formal notice of complaint. Written response to the Purchasing Division is required.
15.2. Failure to properly resolve complaints within the fourteen (14) calendar day time period may
result in the cancellation of the applicable line item(s) in the price agreement.
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16. CONTRACT ADMINISTRATION
16.1. 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.
16.2. 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.
16.3. The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered.
16.4. 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.
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT C
CITY’S RFP No. 22-0082
(RFP No. 22-0082, Pages Follow)
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 the y 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 are 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 HAND
DELIVERED OR SENT 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 buyer’s name and bid number is
not included as specified above, the question(s) will NOT be answered.
2.2.2 Delivery of questions by:
2.2.2.1 Hand Delivery – Fort Worth City Hall, Purchasing Division, Lower Level, 200
Texas Street, Fort Worth Texas, 76102.
2.2.2.2 Via Email – FMSPurchasingResponses@fortworthtexas.gov
2.2.2.2.1 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 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 from the procurement process. Any
oral communications are considered unofficial and non-binding with regard to this ITB.
4.0 PREBID CONFERENCE – A pre-bid conference and site visit will be held at 3:00 PM, Thursday, March 9,
2022 at City Hall, Via Webex. Failure to attend the pre-bid conference will impact a potential Vendor’s
ability to submit a fully informed and competitive bid response. To join the Pre-bid Via Webex, please see
Cover Page for details.
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 T AXES - 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 offering any other delivery terms are not acceptable and may be cause for rejection.
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 P AYMENTS
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
https://www.fortworthtexas.gov/departments/finance/purchasing/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. A completed and signed original Bid Submission Signature page;
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. A completed
Bid Solicitation.
14.2.1 A completed and signed Bid Solicitation:
14.2.2 Signed Addendum(s) acknowledging receipt.
14.2.3 All items listed in Section 5.0, Bidders Requirements; Part 2
14.2.4 A completed and signed original Conflict of Interest Questionnaire, Attachment A;
14.2.5 A completed Consideration of Location of Bidder’s Principal Place of Business,
Attachment B, if applicable;
14.2.6 A completed Bidder’s Contact Information Form, Attachment C;
14.2.7 A completed Bidder’s Qualification Questionnaire, Attachment D;
14.2.8 Documentation and certifications necessary to perform work on City vehicles and
equipment. This includes all certifications, such as the National Institute for Automotive
Service Excellence (ASE) or Manufacturer required training, which qualifies the vendor to
perform said work.
14.2.9 List of materials, tools and equipment necessary to perform repairs to city vehicles and
equipment.
14.2.10 Scanned copy of all documents listed in paragraph 14.1 in flash drive.
14.2.11 Documentation showing company has been in the market place for a minimum of two
years (i.e. Secretary of State).
14.3 Bidder shall provide a minimum of three (3) references from projects similar in nature, size and
scope completed or undertake in the past three years. Letters shall include the following items.
14.3.1 Company letterhead, including contact information.
14.3.2 Number of years working with Firm.
14.3.3 Brief explanation of customer’s satisfaction and recommendation of Firm. Please provide
a rating of 1-5. One (1) being unlikely to recommend and unsatisfied, and five (5) being
highly satisfied and highly recommended.
14.3.4 Brief explanation on likeliness to work with Firm again. One (1) being unlikely to continue
to use Firm and five (5) highly likely to use Firm again.
14.4 Any other document included in the Solicitation requiring completion or execution by the Bidder.
14.5 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.
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 EVALU ATION 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;
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 https://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 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 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 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 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 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:
http://fortworthtexas.gov/citysecretary/info/default.aspx?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.
23.0 RIGHT TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT
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 sub recipient 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 sub
recipient 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.
24.0 DEBARMENT AND SUSPENSION
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.
25.0 CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT
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).
26.0 BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. 1352)
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).
26.1 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.
26.2 Bidders shall provide proof of Byrd Anti-Lobbying Amendment certification filings with their bid, if
the bid exceeds $100,000.00.
27.0 PROHBITION ON BOYCOTTING ENERGY 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 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.
28.0 PROHBITION 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.
PART - 2
DETAILED SCOPE OF SERVICES/SPECIFICATIONS
1.0 SCOPE
1.1 The City of Fort Worth (City) seeks bids to finalize annual agreements with multiple vendors for
repair services for City-owned light duty vehicles, lawn, and marine equipment and to establish an
Annual Agreement to provide Original Equipment Manufacturer (OEM) Authorized Service and
Independent Service Facilities Agreement for the Property Management Department (PMD) as
specified in this Invitation to Bid (ITB.)
1.2 The successful bidder(s), known hereafter as “Contractors”/”Contractors,” will be responsible for
perform light duty vehicle repairs and services for approximately 3,000 on road and 1,600 of-road
vehicles and equipment.
1.3 The Term of the agreement shall begin on the date stated in the contract (“Effective Date) and
shall expire one year from the effective date, unless terminated earlier in accordance with the
provisions of this Agreement. This agreement may be renewed under the same terms and
conditions for four (4) additional one-year periods, unless the Contractor provides the other party
with notice of non-renewal at least 60 days before the expiration of the initial term or renewal
period.
1.4 The Property Management Department (PMD) shall utilize this Agreement for service, repair,
maintain and purchase of parts for a variety of light duty vehicles, lawn, and marine equipment
and for a variety of manufacturers in the City fleet on an as needed basis.
1.5 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.
1.6 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.
1.7 All items supplied resulting from this bid shall be of recent production, unused, and suitable for
their intended purpose.
1.8 The submission of a bid by the bidder shall be considered evidence of compliance with these
requirements.
2.0 TENTATIVE SCHEDULE OF EVENTS
TASK DATE
ITB Release Date March 2, 2022
Pre-Bid Conference March 10, 2022 at 10:30 AM
Deadline for Questions March 11, 2022 at 5PM (Local
Time)
Answers Posted March 15, 2022
ITB Responses Due Date AT 1:30 p.m. (Local
Time)
March 24, 2022
Recommended Vendor Selection April 2022
Mayor and Council Consideration April 2022
Contract Execution May 2022
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 METHOD OF AWARD
4.1 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 submits a completed bid
package within the stated deadline and in accordance with the bid specifications.
4.2 Bids that do not receive 50% or more of the total available points, excluding the points for price,
will be deemed non-responsive.
4.3 The following criteria will be used to determine the best value:
4.3.1 Cost of service – up to 50 points.
4.3.2 Contractor’s qualification and certification, per section 5.0 – up to 20 points.
4.3.3 Availability of resources to perform services using the most up to date and appropriate
methods available for said work under industry per section 6.0 – up to 15 points.
4.3.4 Experience working with government/similar size organization – up to 15 points.
4.4 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.
4.5 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.
4.6 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.
4.7 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.
4.8 Consideration of Location of Bidder’s Principal Place of Business, Attachment B, if applicable;
4.8.1 If Attachment B. Local Preference is completed by any bidder the City will review the
Attachment to determine whether local preference will apply to the award.
4.9 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.
5.0 CONTRACTOR REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED
5.1 The Contractor shall:
5.1.1 Have a minimum of 2 (two) years of experience conducting services similar or related to
the Scope of Services.
5.1.2 Have and operate a full-time, permanent business address with the ability to be reached
by email and telephone.
5.1.3 Documentation and certifications necessary to perform work on City vehicles and
equipment. This includes all certifications, such as the National Institute for Automotive
Service Excellence (ASE) or Manufacturer required training, which qualifies the vendor to
perform said work.
6.0 CONTRACTOR RESPONSIBILTIES
6.1 Contractors shall provide pricing on parts and labor for the services and a list of brands provided
on the attached Bid Solicitation pages of this ITB.
6.2 Contractor shall provide unit prices for listed items. Unit prices shall include all associated costs
unless specified in Proposals Solicitation Page, not limited to delivery, fuel and handling charges.
No additional charges will be accepted or paid by the City.
6.2.1 The City will ensure that vehicles will have a minimum of a quarter (1/4)
tank of fuel when dropped off for service.
6.3 Contractors may charge an hourly non-warranty labor rate per service, a cost plus (+) for parts, a
diagnostic fee (detailed out), and any applicable transportation fees, 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.
6.4 Contractors shall furnish provide documentation on their personnel authorized to perform work on
City vehicles and equipment. This includes all certifications, such as the National Institute for
Automotive Service Excellence (ASE) or Manufacturer required training, which qualifies the
vendor to perform said work. All licenses, permits, insurance and any other documentation that is
required by local, state and/or federal agencies are to be maintained during the term of this
contract.
6.5 Contractors shall be authorized to diagnose, repair and service vehicles and equipment for the
City of Fort Worth’s (the “City”) Light Duty fleet.
6.6 Contractors shall perform 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.
6.7 Contractors 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.
6.8 Contractors shall 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. Additional
fees for priority services are prohibited.
7.0 HOURS
7.1 Contractors shall respond to a work order within 24 hours of notification.
7.2 Contractors shall deliver 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.
8.0 AFTER HOURS
8.1 After hours shall be considered from Friday at 9:31 pm through Monday at 6:59 am, holidays and
weekends.
9.0 PARTS
9.1 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.
9.2 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.
9.3 The City reserves the right to supply parts as the City determines is necessary.
9.4 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.
10.0 INVENTORY OF ASSETS
10.1 Assets that may need repairs and services but are not limited to, the inventory listed below:
Up to 3,000 on-road and 1,600 off -road vehicles and equipment including, but not
limited to:
Make of
Equipment
Manufacturers
Vehicles and
Equipment
under One Ton
in GVW
Dodge
Jeep
Ram
Lincoln
Buick
Cadillac
Chevrolet
Acura
Infiniti
Lexus
Sprinter
VIP
Tracker
Zodiac
BMW
Mercedes
Stellantis (Chrysler )
Ford
Lincoln
GMC
Honda
Hyundai
Kia
Nissan
Rivian
Subaru
Toyota
Volkswagen
Volvo
Freightliner
Zodiac
White River Marine
Caddo Manufacturing
Bertram
Boston Whaler
Chaparral
Yamaha
Zodiac Nautic
John Deere (yellow iron)
Kubota
Scag
Husqvarna
Toro
Cub Cadet
Jacobsen
Snapper
11.0 ESTIMATES
11.1 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.
11.2 Estimates shall be approved and authorized by PMD Fleet personnel in writing via email prior to
work being performed. Verbal approvals should not be considered.
11.2.1 Fleet shall create necessary work order for tracking.
11.2.2 Vendor shall be notified, via email, of repairs needed and/or diagnosis from Fleet.
11.2.3 Vendor shall identify the repair direction and shall email an estimate with specific details
of the repairs needed regardless of warranty or non-warranty.
11.2.4 Warranty and billable repairs shall be on separate estimate(s) and invoicing in ALL
cases.
11.2.5 Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
11.2.6 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.
11.3 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.
11.4 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’.
11.5 All estimates provided by vendors will be quoted on a ‘time and materials’ basis, 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:
11.5.1 Estimates shall include number of and cost of part(s) to be installed.
11.5.2 Estimates shall include cost of labor to perform repair and/or installation; itemized by
number of labor hours per labor line.
11.5.3 Estimates shall include itemized inspection/diagnostic fees.
11.5.4 Transportation fees, if any, for pick-up or delivery.
11.5.5 Miscellaneous shop fees will not be allowed. This should be considered when bidding
applicable costs in the other time and materials categories.
11.5.6 Travel charges for mobile services can be considered and should be itemized. Standard
flat fee will not be considered.
11.6 Fleet shall create necessary work orders for tracking.
11.7 Contractor shall be notified, via email, of repairs needed and/or diagnosis from PMD Fleet.
11.8 All estimates provided by Vendors will be quoted on a ‘time and parts’ basis, adherence to the
agreed upon contract rates and itemized to illustrate the cost of each of the following, if applicable
to the service or work performed: cost of part(s) to be installed, cost of labor to perform repair
and/or installation, inspection, diagnostic fees; itemized by labor hours except when estimated as
a turnkey project/job.
11.9 Vendor shall identify the repair direction and shall email an estimate with specific details of the
repairs needed regardless of warranty or non-warranty.
11.10 Warranty and billable repairs shall be on separate estimate(s) / invoicing in ALL cases.
11.11 PMD Fleet shall document the approval and shall update the work order detailing all
communications and repairs with denial or approval information.
11.12 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.
11.13 Vendors shall send confirmation and a cost estimate to the Fleet Service Center Supervisor(s) or
designee within 24 hours of receiving a list of equipment for inspection and testing.
11.14 Fleet Service Center Supervisors or designee will provide written authorization to proceed
with the inspection and testing after evaluating the estimate. Vendors are not authorized to
proceed with inspection, testing based on verbal authorizations and assumes all liability and
responsibility for inspection, and testing performed based on such verbal authorizations.
11.15 Vendors will be required to provide written estimates to Fleet Service Center Supervisors
or designee personnel before the start of any work. The estimates may be emailed to the
Fleet Service Center Supervisors or designee who requested the services to be completed.
11.16 Estimates must be approved and authorized by City Fleet Service Center Supervisors or
designee personnel in writing (email, fax or written) prior to work being performed. Original
invoices submitted to the City for work performed cannot be greater than initial estimate
provided unless approved by Fleet Service Center Supervisors or designee in writing.
11.16 If during the course of the originally estimated repairs, it is noted that further repairs will be
needed, a revised estimate must be prepared by Vendors for the additional work.
11.17 Estimates provided by vendors shall state ‘Warranty Service’ if City vehicles or equipment will be
serviced for warranty work.
12.0 INVOICING REQUIREMENTS
12.1 The City of Fort Worth has begun implementing an automated invoicing system.
12.2 The Contractor shall send invoices electronically to our centralized Accounts Payable department
invoice email address: supplierinvoices@fortworthtexas.gov. 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.
12.3 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)
12.4 To ensure the system can successfully process your invoice in an expedient manner, please
adhere to the following requirements:
• 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
12.5 Invoices should be submitted after delivery of the goods or services.
12.6 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 supplierinvoices@fortworthtexas.gov.
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_AccountsPayable@fortworthtexas.gov.
12.7 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.
12.8 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
12.9 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 Contractor’s support.
12.10 If Contractor has any questions, please contact the Accounts Payable team at (817) 392-2451 or
by email to ZZ_FIN_AccountsPayable@fortworthtexas.gov.
12.11 Contractor shall not include Federal, State of City sales tax in its invoices. City shall furnish a tax
exemption certificate upon Vendor’s request.
13.0 HAZARDOUS CONDITIONS
The Vendor is required to notify the City immediately of any hazardous conditions and/or damage to City
property.
14.0 UNIT PRICE ADJUSTMENT
14.1 The unit prices may be adjusted for increases or decreases in Vendor’s cost during the renewal
period but before the effective date of the renewal upon written request from the Vendor.
14.2 The Vendor must submit its price adjustment request, in writing, at least 60 days before the
renewal effective period. The Vendor shall provide written proof of cost increases with price
adjustment request.
14.3 If the City concludes that the rate increase being requested is exorbitant, the City reserves the
right to adjust the rate request, or reject the rate request in its entirety and allow the contract to
expire at the end of the contract term. If the City elects not to exercise the renewal option, the
Purchasing Division will issue a new solicitation.
14.4 Prices bid shall remain firm for each one-year term of the Agreement and shall include all
associated freight and delivery costs.
14.5 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.
14.6 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.
14.7 Goods and/or services shall not be suspended by the Vendor without a 30 day prior written notice
to the City.
15.0 LAWS, REGULATIONS, AND ORDINANCES
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.
16.0 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.
17.0 COMPLAINTS
17.1 Complaints processed through the City Purchasing Division are to be corrected within fourteen
(14) days of formal notice of complaint. Written response to the Purchasing Division is required.
17.2 Failure to properly resolve complaints within the fourteen (14) calendar day time period may
result in the cancellation of the applicable line item(s) in the price agreement.
18.0 SUBCONTRACTING
No subcontracting of the work under this purchase will be allowed without written permission from the
City.
19.0 CONTRACT ADMINISTRATION
19.1 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.
19.2 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.
19.3 The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered.
19.4 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.
Revised 6.25.18cg
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 Form 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 a potential Agreement with the City. Updated Questionnaires must be filed in conformance with
Chapter 176.
A copy of the Questionnaire Form CIQ is enclosed with the 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 #4 box in all cases.
Revised 7.11.18cg
Revised 7.11.18cg
Revised 7.11.18cg
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:
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%]
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)?
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 )
Revised 7.11.18cg
ATTACHMENT – C
BIDDER’S CONTACT INFORMATION
Bidder’s Name: ________________________________________________________________
Bidder’s Local Address: _________________________________________________________
Phone: _____________________________ Fax: _____________________________
Email: ________________________________________________________________________
Name of person assigned specifically for this Agreement:
Name/Title____________________________________________________________________
Phone: ___________________________ Fax: ___________________________
Email:________________________________________________________________________
Name of persons for renewal information and/or billing questions:
Name/Title____________________________________________________________________
Phone: ___________________________ Fax: ___________________________
Email:________________________________________________________________________
Name/Title____________________________________________________________________
Phone: ___________________________ Fax: ___________________________
Email:________________________________________________________________________
___________________________ _________________________ ____________
Signature Printed Name Date
Revised 7.11.18cg
ATTACHMENT - D
BIDDER’S QUALIFICATION QUESTIONNAIRE
1. Has the Vendor ever defaulted on a Contract?
Yes
No
2. Number of years in business under current company name: ____Years. Please note, it is
required to have a minimum of 2 years, otherwise, your submission will be deemed as non-
responsive.
a. List any former names your organization has operated under and
the timeframe:___________________________________________________________
________________________________________________________________
3. Is your company able to fulfill the response time listed in section 6.0 if not, why? Please note,
that it is required to have a minimum 24 hours response time. For the remainder of minimum
requirements, please refer to section 11.13
___________________________________________________________________________
___________________________________________________________________________
4. Is the Contractor able to provide certifications for their personnel, such as the National Institute
for Automotive Service Excellence (ASE) or Manufacturer required training, which qualifies the
Contractor to perform necessary for this ITB? Please note, we do require you to have an
Original Equipment Manufacturer’s (OEM) documentation. If you are unable to provide this
document, your submission will be deemed as non-responsive. In order to be considered, you
must be qualified.
Yes
No
5. What types of repairs from the item list can you perform? Please provide a list. If you are
unable to provide a repair, please state which one and why.
6. How many people will be on the service team to complete the requests and fulfil our needs?
______
7. Does the contractor have the ability to ramp up qualified personnel, resources and equipment
to meet the growing needs of the City? If not, why?
___________________________________________________________________________
___________________________________________________________________________
8. Please provide a detailed explanation of the methodology your firm will use approach to
completing repairs. (i.e. what is your process from the receipt of Purchase Order all the way to
completion). Also, please include descriptive details about how you will communicate, how will
you 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?
9. Does the service team hold any special certifications that further qualify you to perform the
requirements of this ITB. _______. If Yes, please list and provide copies of these certifications.
10. Please provide your work history performing these same services for other Cities or
governmental entities of the same size. (Attach Separate Sheet)
Revised 7.11.18cg
ATTACHMENT E
DRAFT SERVICE AGREEMENT
Draft Service Agreement is attached a separate document.
Revised 7.11.18cg
ATTACHMENT F
NO BID SHEET
(Please complete this form, only if, your firm has chosen not to submit a bid)
LaKita Slack-Johnson, Buyer
Purchasing Division
Fax No. 817-392-8440
E-mail address: FMSPurchasingResponses@fortworthtexas.gov
If your firm has chosen not to submit a bid for this procurement, please complete this form and submit to:
City of Fort Worth, Purchasing Division
200 Texas Street
Fort Worth, Texas 76102
{or fax to above address}
Please check the items that apply:
Do not sell the item(s) required.
Cannot be competitive.
Cannot meet the Specifications highlighted in the attached Bid.
Cannot provide Insurance required.
Cannot provide Bonding required.
Cannot comply with Indemnification requirements.
Job too large.
Job too small.
Do not wish to do business with the City.
Other reason.
________________________________________________________________
______________________________________________________________________
Company Name:
______________________________________________________________________
Authorized Officer or Agent Signature:
______________________________________________________________________
Telephone: (_____) _______________ FAX Number: (_____) ____________________
Revised 7.11.18cg
ATTACHMENT G
BUSINESS EQUITY UTILIZATION FORMS
Business Equity is attached a separate document.
Revised 7.11.18cg
ATTACHMENT H
LETTER OF INTENT
Letter of Intent is attached a separate document. This attachment must be completed only if the Prime
Vendor submits a good faith effort.
Vendor Services Agreement
H&H Automotive Services dba A Premier Automotive Services Page 23 of 24
EXHIBIT D
CONTRACTOR’S BID RESPONSE TO CITY’S RFP No. 22-0082
(Contractor’s Bid Response to City’s RFP No. 22-0082, Pages follow)
�oRT wa��r��
COVER PAGE
Event I�
- - t+Pc
Event Raund Version
1 - -- 1 -- - �-
Event Name
iTS LIGHT DUTY VEHICL� AN➢ EQtiTPMENT SERVICES
, Start Time Finish Time
� p3 02/2D22 07:60:00 CST 03/24 2622__1_3:3_0:
Su�mit To: City af Fart Worth
FIEVANCIAL MANAGEMENT SERVICES
FINANCE - Purchasing
20fl Texas St. (Lower Level, Souih)
Fqrt Worth TX 76102
tJnited States
Email: FMSPurchasingResponses@fortworthtexas.gov
Event Description
The City of Fort Warth seeks bids to finalize an annual agreement for Light Duty Vehicie and �quipment
Services for the Property Management Depar�ment on an as needed hasis.
Submission Requir�emerrts and Deadlines
The Cify of Fori Worth sesks bids to finalize an annual agreement far light duty vehicle and equipment
services for the Property Management Department an an as need basis.
All companieslindiv€duals wishing ta do business with the City of Fort Worth rr-iust register as a Bidder on the
PeopleSoft 5upplier Porial.
Please visit https:llwww.fortworthtexas.ga�ldepartmentslfinar�celpurchasinglregister for mvre information.
Assigned Buyer: LaKita Slack-Johnson
A pre-bid conference will be held at 10:30 AM, Thursday, March 10, 2022 via WebEx.
Join from the meeting lin�: https:llfortworthtexas.webex.comlfortworthtexas/j.php?MTI�=m43c002ce12af9e5310b865bOScdb6d8d
Meeting number (access code): 2559 �63 5584
Meeting password: SMu,f6dAU683
Mobile device (attendees only) +1-469-210-7159„25590635584;�fi United States "%tl (Dallas)
Video system ar application Dial 25590635584@fortworthtexas.webex.com
Bids are solicited for furnishing the merchandise, supplies, services andlor aquipment as set forth in this
solicita#ion. Completed Bids inciuding one executed original and one USB flash drive containing electronic
versions of all bid documenis must be received in the Purchasing Division by 1:30 P.M., March 24, 2022, and
then pubiicly opened and read aloud at 2:00 P.M. in the Council Chambers.
Bids must be submitted in a sealed en�elope WITH TNE BI� NUMBER WRITTEN ON TH� DUT5IDE OF TME ENVELOPE, addressed ta
the Purchasing Manager. YOl1R BEp MUST B� REGEIVED BY THE PURCHASING OFFECE AND TIME STAMPED PRIOR TO THE 1:3D
�EADLINE iN ORDER TO BE CONSiDERED. Bids shall be mailed or hand delivered to the following address:
City of Fart Worth, Purchasing Division, C€ty Hall, 200 7exas Street, Fart Worth, %xas 76102
Bids deliver�d by special courier (i.e. Federal Express, SpeciaE [3elivery etc.) are to be marked on the
outside of the courier's shipping er�velope"BID No. 22-0082 Light Duty Vehicle and Equipment 5ervices" AND MUST BE REC�IVED
8Y �fHE PURCHASIiVG OFFICE AND T1ME STAMPED PRIOR TO THE 1:30 DEADLIN� fN ORDER TO BE CONSIDERED.
Late bids will be returned or destroyed; they will not be opened nor considered in khe e�aluation of the bid. Bids may be withdrawn at any
time priar to t�e official opening. Bids may noi be altered, amended or withdrawn after the official
apening. The undersigned agrees, if the bid is accepted, to €urnish any and alf items upon which prices are offered, at the price(s}
and upon the terms, candi#ions and scopelspecifications contained in this ciocument. The period for acceptance
of this bid will be 120 calendar days after the bid opening date.
Cover Page
Bid Submission Signature Page"*
Bid Solicitation`�
Part 1 Instructions
Part 2 5cape of ServiceslSpecifications
Attachment A- Conflict of Interest Disclosure Requirement"*
Attachment B- Consideration of Location of Bidder's Principaf Place of Business**(if applicable)
Attachment C- Bidder's Contact Informafton*"
Attachment D- Bidder's Qualification Questionnaire**
Attachment E- Draft Services Agreement, attached as a separate document
� Page Invited: PU6LIC �VENT DETAiLS
1
'* Required to be compieted and submitted. Se� Sec#ion 14.0, Part 1 far all required documents that need to k�e submitted. Fai4ure to submit
all iterns wili be grounds for rejection of a i�id as non-responsi�e to specifications.
F'oR� WoR�rri
.-�.`�`_
�� �
� CFW�J-22-0082
�EventRound
,1
Event Name
ITS LIGFF`F DUTY VEHI
� 5tart Time
�03/02/2022 07:00:00
Version
2
Invited: PUSLIC EVEHT DETAILS
Submit �n: City of Fnrt Worth
FINANCIAL M�1NAG�MENT SERVICES
� FINANCE - Purchasing
200 T�xas St, (Low�r Level, South)
�ort wo�tr, Tx �s�o�
United States
Finish iime
03124l2022 13:30:
Email: FMSPurchasingResponses@fortworthtexas.gov
The undersigned, by his/he� signafure, represents that helshe is submitting a binding affer and is authorized
to bind the respondent to fulfy comply with the solici#ation document contained herein. The Respondent, by
submitting and signing below, acknowledges that hels�e has received and read the entire document packei
sections defined above including all docurr�ents incorporated by reference, and agrees to be bound by the terms
therei�. /� f �/ 1
Company Name:1�_ ����1�__�LG�t'1'[-�il�V{� ���.fV � E'�.S ��J`�d' ���Df'�'79Ti (��L L�:��•L��S�-T��
CompanyAddress: o� �' � I � �!i-i{-� ���-E-�-��i+11�� LLi�
City, State, Zip: �� . j.l� 01�.'i`�-� 1� �tt I l3 �
Vendor Registration No._ ����(� � � [� � s�j ,
Printe me of Officer or uthorized Representative: iQ_1�- �-� �
�itle: � S` �'2-�
Signature of Officer orAuthorized Representative:
Date: _ � 1� ��i�i, ��� �
Email Address: -- � �- " 1 _ 41.1� �
Phone Number: � 1 -��3 �1 ',� rl D iJ
Federal ID (FID) iVumher: - 7•�- � � �--�
Will agreement be availat�le for Coaperative Agreement use. Yes o(See Section 22, ParE 1)
BID SUBMISSION SIGNATURE PAGE
ITB 22-0082 Lighty duty Vehicle and Equipment Services
Page 2 of 3D
Fo��r WoRr�i
BID SOLIClTATi4N
E�entlD Page
CFW01-22-OQ18 3
Event Round Version
�vent Name I
ITB LIGHT DL7TY VEHICLE AND E UIPMENT SERVICES �
Start Time Finish Time
o3./o..Jzo�z o�:_oo:oo csT__ ___ __o3/a4/zozz i3:3o:ao csT
Invited: Pi1BLIC EVENT DETAILS
Submit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - Purchasing
200 Texas 5t. (Lower Level, 5outh)
Fort Worth TX 76102
United States
Email: FMSPurchasingFtesponses@fortworthtexas.gov
Line: 1
Description: Qty Unit ___ _ ,_ _ UnitPrice ___ __ Totai
DiagnosticlEvaluation Fee 2000.00 EA
�R-QQ 19�Qoa.�
Line: 2
Description:_ _.. __.____.___ __ __ Qty llnit UnitPrice Total
- -_._—
Shop Hourly Rate, Mon-Fri 7am�9:30pm 6000.D0 HR _
�, �� U D 9 Oao. o
Line: 3
Descriptiore: Qty llnit UnitPr7ce Total
Hourfy Field Rate, Mon-Fri 7am-9:34pm 2000.00 HR ��
��
Line: 4
Oescri tion: _.__ _ ._ __ . Qty _ __ Unl
Shop Ho�r�y Labor Rate, After Hours, 1475.D0 HR
Holidays, Weekends
I�ine: 5
Descriptian: Qty Unit
Field Hourly Labor Rate, After Ho�rs, 1475.00 HR
Holidays, Weekends
UnitPrice Total
�_ �b �_ _._ �
. �
Line. 6
Uescription: Qty Unif UnitPrice
%xas StatelFederal Inspection Fee 3000A4 EA
L �- ��
Line: 7
Description:
Ve�icle Reconditioning/Refurbishing 5ervices
Non-Warranty Hourly Labor Rate
Line: 8
Wash'tng, Wezing, Polishing, Stream Cleaning,
Disin�ecting, etc. Flat Rate Fee
_Total -
� - --�
Qty Unit UnitPrice Total _
400.00 HR _
. � 1
Qty Unit UnitPrice iotal
2aoo.oa �A _ - -
---- - _. . - -- ---
�
ITB 22-0082 Lighty Duty VehicEe and Equipment 5ervices
Page 3 of 30
UnitPrice
�
Total
-- ��
�'oRx Wo��r��
`��T BID SOLIClTATION
EventlU
r��wni_��_
4
TTB LIGHT DUTY VEHTCLE P.%TD EQUSPMENT SERVICES
S#art Time Finish Time
I.03�_02 202i 07:00_:00__CST _ 03f 24 2022 13_30:00 CST
200.DD HR
Qty Unit____
500.00 HR
Email: FMSPurchasingResponses@fortworthtexas.gov
Line: 9
Description:__________ _
Drivetrain and Transmission Repairs
Drivetrain (Clutch Assem6ly, Flywheel, etc)
Non-Warranty hourly labor rate
Line: 1Q
Description:
Transmission (Main, Transfer Case, Chain and
Final Drives) Non-Warranty hourly lahar rafe
Unit UnitPrice Total
�ine: 11
Qescription____ Qty Unit__ __. _ UnitPrice
Engine Repairs! Engine Anakysis Non-Warranty 1000.00 HR �
hourly labor rate �
�=
Line: 12
Description: Qty Unit UnitPrice
--..._._..__. —
Elecfrical (AlternatorlGenerator, Battery, 1000.fl0 HR
_._..._ _ _._..__.
Ignition, Lights, eic) Non-Warranty hourly /} /� Q O
labor rate % �
Line: 13
❑escriRtion: Qty Unit EJnitPrice
Power Plant (Engine, Belts, Heads, Intake, 1000.00 !iR
Rebuilding, efc.) iVon-Warranty hourfy la6or h�
rate ! l
��DO - b�--
Total _„_
�do. ��
Total
q ��o. o a
Tota I __
QQO��,Da �
Total _ __
Line: 14
Description,; _...__ ____ __ Qty Unit UnitPrfce . 7'otal
ExhausY and Emissions Repairs to include QPF 9QO.DD HF2
and SCR CleaRing - Exhaust System Maintenance /)�. D r,�'GO, ��
and Repair Non-Warranty hourly labor raie _`? ___ 7i
Line: �5
�escription: .... _. 4ty __ Unit UnitPrice Total
Fuel 5ystem Maintenance and Repair 8D0.00 HR
Non-Warranty hourly labor rate
_ ��. D � �i�6o. aa
Line: 16
Uescription:
---- - —
General Vehicle Repalr (Spring, Misc.)
Automobile and Other F'assengsr Vehicles
MaEntenance (Nof Otherwise Glassified)
Non-Warranty hourly labor rate
500.00 HR
In�i#ed: PUBLIC EVENT ��TAILS
5ubmit To: City of Fort Worth
FINANCIAL MANAGEMENT SERVICES
FINANCE - Purchasing
2D0 Texas St. (Lower Level, Sauth)
Fort Wor#h TX 76102
lJnited States
. _ UnitPrice__, __
`T"l.�
UnitPrice
� �I�,�i7-E
� �. � � ��aao, � a
ITB 22-D082 Lighty �uty Vehicfe and Eq�ipment SerUices
Page 4 of 30
FoR�' Wo��r�
EventlD
CFW01-22-0082
EventRound
�
Event tJame
BID S�LICITATION
Version
� 5tart Time �inish Time
I Q3 42/2022 07:p0:0� CST p3/24/2022 13:30_,
Submit To: City of Fort Worth
FfNANC[AL MANAGEMENT SERVlC�S
FINA#VCE - Purchasing
200 Texas St. (Lower Le�e�, South)
Fort Wo�th TX 761 p2
United States
Emaii: FMSPurchasingResponses@fortworthtexas.go�
Line: 17
�escription: ____ __ QtY_ Unit UnitPrice Total
Glass Replacemenf to i�clude Windshield and 6DO.D0 HR
Door G�ass, Hour�y La6or Rafe
Line: 18
�eseription: _ _ _ _ _ __Qty__ ____ Unit __ _ lJnitPrice Total
Customizing Services, Vehicle (Including 200fl.fl0 HR /_
Armoring of Vehicles, Handicapped and Van � ;/
Conversions, etc) Non-Warranty hourly labor
Line: 19
nescr�tio_n:___ _ ___ __ __ ___ _ ___ _ oty Unit iJnitPrice TotaE
General Maintenance and Repair, Vehicle (Not 2000.00 �iR
Otherwise Classified) to include Oil Changes, /J p, p� ,/�� � P D
Lubrication, etc., Hourly Labar Rate '] '7 b
Lir�e: 20
Desaription: Qty Unit __________ Uniti�rice Total
Automotive Machine Shap Services �ton-Warranty 2406.00 F�R
_ ----�-- — -- - -
Hourly Labor RaEe /'1�� I -- �
!� L
Line: 21
Descri�t'ion: _ Qty Unit UnitPrics ___ . Total
Truck and Van Maintenance and Repair (Noi 400.0� HR
Otherwise Classified) Non-Warranty, Hourly � �r, �� /f f„�� ��
Labor Rate `7 ! �
l,ine: 22
Description: _ .,,,Qty_______ Unit UnitPrice ToYal
Temperature ReAair-AIC, Heater, Radiator,
Ventilation, etc. Cooling, Heating, and
Ventiiating System (A/C System, Hoses, Water 7aQ.Qp FIR aG�. �� - �C��pQ, Q(�
Pump, Radiator, Heater S� Accessories,
Vent€lation, etc} FEouriy Labor Raie
Line; 23
�escription: Qty l3nit _ Lini#Price ______ Tota1..
— -- _.... .. . __._ _.
Windaw Tinting flat rate fee 1500.Q9 �A
�
Line: 24
Description: G2ty_ _ . _ __ !J_ni# UnitPrice Total
Vehicle Radio, Speakers, Maintenence and 100D.00 HR ____
Repair, including specialty & Off-Road ✓1 �
Equipment Hosarly Labor Rate I 1
ITB 22-DD82 Lighty Duty Vehicle and Equipment Services
Page 5 of 30
Page Invited: PUB�IC EVENT QETAlLS
s
FORT WORTH
BiD SOLICITATION
EventlD
rcwm _��_
In�ited: PUBLiC EVENT DETAILS
Event Round Version i Submit io: City of Fort Wprth
1 i_ .. . __ I FINANGIAL MANAGEMENT SERVICES
Event Name FINANCE - Purchasing
z�s LZGxT DUTY v�xzcLE �a� sQuzPn�ErrT sERvzc�s 200 Texas St. (Lower Level, South}
Start 7ime Finish Time Fort Worth TX 76�02
os a(2o2i o�:oo:oo cs�r 93 24_2_022 13:.3D:0.0 cs� _ JI UnitedStates
Li�e: 25
❑escription:
Retrofitting Vehicles to R�d�ce Emissions 8
Improve Air Quality flat rate fee
Emaif: FMSPurc�asingResponses@fartworthtexas.gov
Qty Unit U�itPNce Total
— -
500.00 EA
i ��� � � ��
Line: 2fi
Description: _________ ____.._._____. Qty Un9t UnitPrice Total
Wheel, Alignment, Suspension, Rear End, Etc. Repair -— --
Alignment and Wheel Baiancing �p�,pp EA ��d U �q �� ��t
{fnduding Front-End Repair) flat rate fee --- �
(Up to 3!4 fon) Wheel, Alignmeni, Suspension, Rear
End, Etc. RepairA�ignment and WMeei Balancing
(Inciuding Front-End
Line: 27
�escription: _ __ Q� __ __ Unit UnitPrice Total
Suspension (Axles, Springs, Steering, etc} 1200.00 EA
flat rate fee Jy f� . � �!� �i p p p
�i i
Line: 28
pescription:._. , __. ______.___ . QtV Unit ___
HVheel Balancing Flat Fee Rate 124D.00 EA
Line: 29
Description: -- -- --- Qty UniY
Wheel Maintenance and Repair Hourly Labor 1200.00 HR
Rate
UnitPrice Total
� �
� �
__Toial __
L.ine: 30
Uescription: Qty Unit UnitPrice Tatal
Parts- Cost Plus (+} _percent of 1 d00.00 EA � -�
'Manufacturers List Price' (Apply Mark Up s � �
Percentage Bid to $1,000 to Obtain Carrect
5um. Example �000 X 10%= 1D0; 1000+1p0=
1,100)
To#al BidAmount: �j �r �pp D
�LJ � _< .. �
SubContracting, Cost
Plus (+)
A bid of "D" (zerp} will be interpreted by the City as a no-charge (free} item and the
City will not expect to pay for thaf iterr�. A bid of "no bid"or no response (space left
blank) will be interpreted by the City that the Offer or does not wish to bid on that
item. Be advised, a"na bid" or no response may be considered as non-responsive
and may result in disqualification of the bid.
ITB 22-0082 Lighty Duty Vehicle and Equipment Services
Page 6 0€ 3D
PAR7 -1
INSTRL;CTlONS
1.Q SOLICIiATl01�
1.1 Review of C]ocuments: BPdders are expected to examine all docurnents that make up ihe
Solicitation as welf as any addendums. Bidders shall promptly notify �he City of any omission,
ambiguity, inconsistency or error that they may disco�er upon examination of the Solicitation by
th� deadline for questions listed ir� Seetion 2.0, Part 2. TF�e City assumes no responsibility for
any errors or misrepresentations that result from Bidders not using ti�e completed Soiicitatian
document and addendums.
1.2 Location of Documents: Solicitations are issued by the Purchasing Di�isian. The location for
the Purchasing Divisior� are specifed in the adverEisement and on fhe first page of the solicitation.
2.Q EXPLANATI�NS CLARIFICATIONS OR QIiESTIONS
2.1 Any explanation, clarification, or question desired by a Bidder regarding any part of the
Solicitation musi 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 subrriission
deadline. Interpretations, correctians, or changes to the Solicitation made in any other manner
are not binding upvn the City, and Bidders shall not re�y upon such interpretations, corrections or
changes. Oral explanations or instructions given before the award of the Contract are not binding.
2.2 W ORDER FOR QUESTIONS TO BE ANSWER�D, ALL QUESTIONS MUST B� HAN[]
D��IVERED �R SENT BY E-MAIL BEFORE THE QlfES�fON DEADLINE AND MUST BE
IDENTIFIED AS FOLLOWS:
2.2.1 AI! expfanation, cEarification ar c{uestions must clearEy identify the buyer's name and the
bid number on the clacument or on the subject line, if sent by and email. For example:
"Attention: Suyer name and Bid No. XX-XXX". I� the buy�r's name and bid numher is
not incluc�ed as specified aborre, the question{s) will N_ 07 be answered.
2.2.2 Deli�ery of questions by:
2.2.2.1 Hand Deli�ery — Fart Worth City Hall, Purchasing Division, Lower Level, 200
Texas Street, Fort Worth Texas, 76102.
22.2.2 Via Email — FMSPurchasingResponsesCc�fortworfhtexas.c�av
2.2.2.2.1 PEease note, if an e-mai! confrr�ning receipt of your e-mail is not
received within 1(one) business day, please contact the City of Fo�t
Warth P�rchasing ai 817-392-2462.
2.3 Interpre#ations, corrections, or changes to the Solicitation made in any o#her manner are not
binding upon the City, and Bidcfers shall not rely upon such interpretations, corrections or
chartges. Oral explanafions or instructions gi�en �afore the award of the Contract are not
binding.
2.4 Any material information gi�en to one Bidder concerning a SoEicitatton will be furnished by an
Addendum post�d on the City's website unc�er the corresponding bid number.
3.0 UNAEITHORiZED COMMUNICATIONS — Bidciers' contact regarding this In�itation to BicE (ITB) with
empEoyees ar officials af the City ather than the Purchasing Manager, the Business Equity Divisian, ar as
otherwise indicat�d in the ITB is prohibited and may resu�t in disqualificatian from this procuremeni
process. No ofFicer, employee, agent or representative of the Respondent shalf ha�e any contact or
ITB 22-0082 Lighty Duty Vehicls and Equipment Services
Page 7 af 34
disc[assion, �erbal or writ��n, wiih any members of th� City Council, Ciiy staff or City's consulfants, or
direcify or indirectly thro�gh others, seek to in�luence any City Council mamber, City s#aff, or City's
consultants regarding any maiiers perEaining to this solicitation, exc�pt as f�erein provided. Arty vio[ation
of this prahibition may resuii in ihe Respondent being disq�aalifeci fram the procurement �rocess. Any
oraf cammunications are considered unofFcial and non-binding with regard to this ITB.
4.0 PREBID CONFERENCE — A pre-bid conference and site visit wilf be held at 10:30 AM, Thursday, March
1 q, 2022 via Webex. Fai[ure to at�enc{ the pre-bid conference will impact a poten#ial Vendor's ability to
subrnit a fuily informed and competiti�e bid response. To join the Pre-bid Via Webex, please see Cover
Page for details.
5.0 PRERARA710N O� g1�5
5.1 Each �idcier must furnish afi information required �y the Solicitation in orct�r to b� evaluat�d.
Prices or Percent Markups submitted or� oiher than the forms includect in the Solicitation
shall be consiclered non-res nnsive.
5.2 Any aitempt ta alter the wording in the Solicitation is ineffecti�e and will result in rEjection of the
Bid.
6.Q QUANTITES -'ihe quantities listed on the bid salicitation are only sstimates based on pre�iaus usage
and do not indicate intent �o purchase vr a guarantee of future business. The Ci�y of Fort Wor�h is
abligated to pay for only those materials and services aeivally ordered by an authorized City employee
and then recei�ed as required and aceepted by the City.
7.0 TAXES - Purchases of Goods ar Services for Ci#y use are usuaEly exempt from City, 5taie, and most
Federal iaxes_ Bids may not include exernpted taxes. ihe successful Bidder should request a Tax
Exemptian Certifcate from the Purchasing �ivision. �Jnder no circumsiaRces shall the City be [iable ta
pay iaxes for which the Ciry has an exemption under any Contract.
8.fl DEFIidITIONS
8.1 Brand �farr�e or Equal: If the Solicitation indicates brand name or "equal" prod�cfs are
acceptable, the Bidder may offer an "equal" praduct and must be prepared to demonstrate fhos�:
features that render it equal. Fir�al deierminaiion of a product as "equal" remains with the City.
8.2 Delivery Time: Deli�ery time, if stated as a number of days, will be based on ca[endar days.
Time is of the essence in any City purehase. lf the indicated date cannot be met ar the date is
not indicated, the 8idder sE�alE state its best de[i�ery time.
8.3 Free on Boart� (�OB) Paint: F'reight Terms shal[ be FOB Destination, Freight Prepaid and
Allow�d. This means the Vendar or Shipper owns goods in transit and is liable for delivery io the
�oint of desiination.
8.3.1 7he Vendor or Shipper is responsible for filing any claims with the deliverir�g 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 de[ivered to the �lace
specif[ed, at the Bidder's expense and risk, and their tend�r delivery to th� City.
8.3.3 Bids ofFering any other delivey terms are not acceptable and may be cause for reieciion.
9.0 PRICESIPERCENTAGE MARKUP
9.1 Bit[ prices ant[ percentage mar�up (if applicable) shall be firm offers unless otherwise specified.
Pricing and percentage marku� {if applicable) shall be entered on the Bid Offer Sheet.
9.2 In #he event of a diserepancy b�tw��n unit price and �xt�nded price, the unit price shall govern.
ITB 22-0082 Ligh[y Duty Vehicle and Equipment 5ervices
Pag�; 8 of 30
9.3 Prices shall be offered in the Dallars of tne United States af America (or d�:cimal firactions
thereo�.
10.0 SIGNATURE - The Bidder must provide a wet signature on each dacurr�ent in the Solicitation requiring a
signature. Any change made #a the Bid must be initialed by the Bidder.
11.0 �ROPRIETARY INFORMATEON 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 receip#.
11.1.1 If a Bidder does not desire proprietary informatian in the bid to be discEosed, each �age
must be identified and marked proprietary at time of submittal. The City wili, to the extent
af�awed by law, endea�or to protect such informatian from disc�asure. If a Public
Information Request is made for Bidder's proprietary information, the Bidder wili be
notifiecf so that they can submit a letter to #he Texas Attorney General. The final decision
as to information #hat must be disclosed lies with the Texas Attarney General.
11.9.2 Failure to identify proprietary informatian will result in alf unmarked sections being
deemed non-prflprietary and available upon pubiic request.
12.0 BID �REPARATION C05TS - Ali costs associated with preparing a Bicf in response to a 5olicitation shall
be borne by the Bidder.
13,0 PAYMENTS
13.1 All payment terms shall be "Net 3Q �7ays" frorr� the date the City recei�es a correct invoice.
13.2 Successful bidders are encouraged to register fior direck deposit payments prior to #�roviding
goads andlar services using the forms posted on the City's website at
h�s:llwww.foriworthtexas.clovldeqartmentslfi na ncelp€archasinqlach
14.0 SUBMiSSION OF BIDS
i4.1 Bid documents: Unless otherwise specified, Bidders are required to submit a signed
executed original and one scanned copy of the entire bid submii�al an a fla5h drive. Bids
must be submitted in a sealed envelope with the bid number written on the outside of the
envelope. A completed ancE signed original Bid Submission 5ignat�re page;
14.2 Dacuments required to be submitted wit� Bid: Bidders shail submit all the iterns listed below
and utilize the format below to submit their bid prior to the 6id submission deadline. A campleted
Bid Solicitation.
1A�.2.1 A compieted and signed Bid Solicitation:
14.2.2 5igned Addendum(s) acknowledging receipt.
14.2.3 All items listed in 5ection 5.0, Bidders Requirements; Part 2
'f4.2,4 A completed and signed original Canflict of Interest Questionnaire, Attachment A;
14.2.5 A completed Consideration of Locatian of Bidder's Principal Place of Business,
Attachment B, if applicable;
14.2.6 A comple#ed Bidder's Contact Information Form, Attachment C;
142.7 A campleted Bidder's Qualification Questionnaire, Attachment D;
ITB 22-0082 Lighty �uty Vehicle and Equipment Services
Page 9 af 30
14.2.8 bocumentation and certificatians necessary ta perform work on City vehicles and
�quipment. This inc[udes all certificatiflns, such as the National (nstitute for Autom�tive
Service Excellence (ASE) or Manufacturer required training, which qualifies the vendflr to
perform said work.
'[42.9 List of materials, tools artd equipment necessary io perform repairs to city vehicles and
equipment.
14.2.10 Scanned copy of aff documents listed in paragraph 14.2 in flash drive.
14.2.� 1 E]ocumeniation showing company has been in ihe rr�arket place for a minimurrt of finro
years (i.e. Secretary of State).
14.3 Bidder shall provide a minimum of ihree {3) references from projects similar in nature, size and
scope comp[�t�d or und�rtake in the past thr�� years. L�tt�rs shall include #he fof[owing items.
14.3.1 Company lett�rhead, inciuding contaci information.
14.3.2 iVumber of years working with Firm.
14.3.3 Brief explanation of customer`s satisfaciion and recomm�ndat�an af Firm. Please provid�
a rating of 1-5. One (1} being uniikely to recornmend and unsatisfied, and fve (5) being
highly satisfied and highly recommended.
14.3.4 Brief explanation on likeEiness to wark with Firm again. One (1) bein� unlikely to continue
to use Firm and five (5) highly likely to Use Firm again.
14.4 Any other document included ir� the So[icitatian requiring cornpleiion or execution by the Bidefer.
14.5 Failure to submit all the items listed in Seetion 14.2, Part 1 will be grounds far rejection of a bid as
non-responsive to the specifications.
15.p LAT� BIDS
15.1 Bids must be recei�ed in the Purchasing Division prior ta the bid sUbmission deadline. Ali Bids
received after the submission deadline are consicfered late and will be reiurned to th� Bidder
unopened.
9 5.2 Purchasing's time stamp clock is the ofFcial iime nf recard. However, if the time stamp is not
avaifable or brakert, ihe date and time written on the 6id receipt by I'urchasing sta�f shali be the
time nf record.
15.3 It is the sole responsibiEiiy of the Bidder to ens�re ti�e[y defi�ery of the Bid to the Purchasing
Division. The City wilf nat be responsible far failure of service an the part of the EJ.S. Postal
OfFce, courier companies, or any other farm of delivery service chosen by the Bidd�r #o deiiver
before the bid due date and time.
�5.4 Bids c[�livered to a City iocation other than fhe Purchasing Division will not be cor�sidered. The
�id rrtust be recei�ed by the Purchasing Division and stamped before deadline to be considered.
1 fi.0 M4DIFICA7101V OR WNTWbRAWAL OF BIDS
16.1 Modificatian of Bids: Bids may be modified in writing at any time prior to #he bid submission
deadline.
'16.2 Wiihdrawal of Bids: Bids may be withdrawn in writing, or by facsimile (pro�id�d that the
facsimile is signed by #he Bidder) at any tirt�e prior to the bid submission dcadline. A 8id may
a[sa be wiihdrawn in person 6y a Biddar, pravided the withdrawal is made prior to the bid
[TB 22-0082 Lighty Duty Vehicle and Equipment Ser�ices
Page 10 of 30
submissian deadline. A receipt af withdrawal must be signed by the Bidder. No Bids rr�ay be
witF�drawn afier the bid submission deadiine without forFeit�re af the Bid guarantee, unl�ss th�r�
is a material error in the Bid. Withdrawn gids may be resuf�miited, with or without modifications,
prior io the bid submission deadiine. The City may require proof of agency from the person
with�drawing a bid.
17.0 �PE�IIIVG OF BIDS
The Purchasing �]i�isior� representative responsible far opening Bids shal! persanally and pubficly apen
all Bids timeEy received, reading each bid aloud.
18.Q EVALUATION �'AC70RS ANU AWAR�
9 8.'1 Evaluation: Bidders may fumish pricing for aEE or any portion of the Solicitation (unless otherwise
specifieci). Howe�er, th� City may evaluate and award the Canfract for any item or group of items
shown on the Saliciiation, or any combination deemed most adWantageous ta the City. Bids that
specify an "all or none" award may be consid�red if a single award is advantageous.
18.2 Award. The Methad af Award is detailed in Section 4, Par� 2. {N�ie: A Bidder that does not earn
at least 50°/a of the technical points will be deern "non-resportsive" and wiil not be awarded a
contract. )
18.3 Acceptance and Award o# Bid: Acceptance and award of a Bid wi[[ be in the form of a Purchase
OrdEr ar a Cantract. Subseq[aent Purchase �rc[ers may be issued as appropriate. The contents
of a Bid Response shall 6ecome a pari of the Contract. Under na circumstances will the City be
responsible for Gaods or Services provided withoui a Purchase Order issued by the Cify.
�9.0 RESERVATIONS - The City �xpressly reserves th� right to:
19.1 Specify approximaie quantiiies in #he Solicita�ion;
19.2 Extend the Soiicita#ion opening date and time;
19.3 Consider and accept afternate Bids, if specified in the 5olicitation, when most advantageous to
the City;
19.4 Waive as an informality, minor de�iations from specif catians pravided they do not affect
competition or resuli in functionally unacceptable goods ar services;
19.5 Waive any minor informafity in any Bid or 5olicitation pracedure (a minor informality is ona that
does noi af#eei the compe#itiveness of the Bidderj;
19.8 Add add9tional ter�ns or modify existing terms in the 5olicitatian before #he bid submission
cE�adline;
99.7 Reject a bid because of unbalanced unit prices �id;
19.8 Reject or cancel any or all Bids;
'[9,9 Reissue a Solicitation;
19.10 Procure any item by oiher means; andlar
19.19 Award ta multiple vendors on a nan-exclusi�e award basis, ar primary and secondary vendors.
[TB 22-OOB2 Lighty Duty Vehicle and Equipment Services
Page 'I'i of 30
2q.0 P05T-B!D DOCf1MENTS REQUIR�D FR4M BIDDERS
24.1 Certifica#es of Insuranc�: When insura�ce is required, the successful Bidder must provide
Certificates of Insurance in the amounts and for the coverages required ta the Purchasing Office
within 14 calendar days after notification of award, or as otherwEse required by the Solicitation.
20.2 Business Equity Ui�ision Qacuments: I� a Busine�ss Equity goal has �een es#a�lished for tF�e
bid, the applicable documents must be submitted by a!f bidders wishing to continue in the bid
evaivatian process wit�in two (2) City �usiness days after the bid opening date, exclusive af the
bid opening date, to the City location specifed in the bid. Bidders shall obtain a receipt from tF�e
appropriate depariment as evidence that the City received the docurnentation.
20.3 Certificate nf Interested Parties Form 1295: If the Purchase Agreement must be approv�d by
the City Council 6efore executior�, the successful bidder is required to camplete the Certificate of
Interested Parties Form 1295 antf subrriit the form to the Purchasing contact listed in fhe
soficitation befare the purchaselcontract will be presented to the City Council. 7he form may be
completed at httqs:llwww.ethics.state.tx.uslwhatsnEwlelf_info form1295.F�tm.
2'E.0 PROTEST PROCEDURE
21.1 V�ndors wha respond to lr��itafians to Bid have the right ta prot�st th� solicitatian process ar the
�id award if they believe that there has been any impropriety or unfair criteria in the process.
21.2 The Vendor must submit any protesk in writing to the Purchasing Manager within �4 days after ihe
Vendor knaws, or should have knawn, flf the facts relating #o ihe propased action or award.
21.3 The Purchasing Manager, or designee, is authorized to resolve a protest concerning a purchasing
action through telephone dscussions, maiE, e-mail or in person meetings with t1�e protesting
Vendor.
29.4 After discussions or meetings, the Purchasing Manager or designee will issue a decision in
writing, stat� fh� reasans for the action taken and inform the protesting Vendor of the right to
re�iew by a panel made up of City staff.
21.5 A City proiest review panel will consist nf an Assistant City Atiorn�y, a representative of the
operating department, the Purchasing Manager and any other appropriate personnel or
�mployees of the operating department.
21.6 If the panel is unabie to resoive the protest, or if the panel makes a decisinn with which the
Vendor does not agree, the protesting Vendor will ba invited to attend the City Council meeting at
which th� recommended awarcE is to be presented to the City Council a�d make known hislher
concerns. The protesting Venclar will be instructed to arrive prior to the start of the City Council
meeiing ar�d complete a card requesting to speak coneerni�g the particular Mayor and Cauncil
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 Councii located at:
http:llfortworthtexas.., o�ysecretarylinfoldefauit.aspx?id=2914 on the City's website.
22.Q COOPERATIVE PURCHASING
22.1 Should ather governmentaE entities deeide to participate in this contract, Bidder, shall indicate in
their proposals whether they agree that a11 ierms, conditians, specifcatian, and pricing would
apply.
22.2 !f the succ�ssful Bidder agrees to extend the resulting contract to other go�emmental entities, the
following shall apply: Governmentaf entities within utilizing Contracts with the City af Fart Worth
shall be eligible, but not abligated, to p�rchase materiallservices under this contract(sj awarded
ITB 22-00$2 Lighty D�ty Vehicle and �quipment Services
P�ge 72 0€ 30
as a resulE of this solicitation. All purcF�ases by governmental enfities other #han the City of For�
Wort� shalf be bill�d directly to that governmen�a! entity and paid by that governmental entiry.
The City of Fort Worth shall not be responsif�le for ano#her governmental entiry's debis, �ach
gov�rnmental entity shall nrd�r its own material/services as needed.
23.0 RIGHT TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT
lf the Federal award meets tF�e defnitian of "funding eCFR — Code of Federal Regulations agreement"
under 37 CFR §4fl1.2 (a) and the recipient or sub recipient wishes to enter into a eantract with a small
busin�ss firm or nonprofit organizatian regarding the substitution af parties, assignment or performance of
experimental, cle�elapmental, or research work under that "funding agreement," the recipient or sub
rc�cipi�nt must comply wiih #he requir�mertts of 37 CFR Par� 4U1, "Rights to In�entions Made by Nonprofit
Organizations and Small Business Firms Under Governmeni Grants, Contracfs and Cooperativ�
Agreements," and any implementing regula#ions issuecf by the awarding ageney.
24.0 �EBARMENT AND SUSPENSION
Per Executive Orders 12549 and 12689, a contract award (see 2 CFR 180.22�) shall not be made to
parties iisted on the government-wide exclusions in the System for Award Management (SAM}, in
accordance witf� the OMB guide[ines at 2 CFR 180 that impler�ent Executive Orders 'i2549 (3 CFR part
1986 Comp., p. '[89) and 12689 (3 CFR pa�t 19$9 Comp., p. 235), "Debarment and Suspension." 5AM
Exclusions cantains the names of par�ies debarred, suspendecf, ar otherwise excluded by agencies, as
welf as parties declared ineligibEe under statutory ar regulatory authority other than Executi�e Order
12549.
25.0 CLEAN AIR AC7 AND FEbERAL WATER POI.I.UTiOPI CONTROI. ACT
Vendor shafl comply wi#h all appficable standards, order� or regulatior�s issued pursuant to the Cl�an Air
Act (4211.S.C. 7401-7671q) and the Federal Water Polluiion Control Act as amended (33 L1.S.G '[261-
1387}. Violaiions must be reported to the Feclera[ awarding age;ncy and the Regional Offiee of the
Enviranmenfal Protectian Agency (EPA).
26.0 BYRD ANT[-L.OBBYING AMENDMEI�T �31 U.S.C. 1352}
Vendor shali camply with all a�aplicable standards, orders or regu[ations issued pursuant to tl�e C[ean Air
Act (42 U.S.C. 7401-767'iq) and the Federai Waier Pollution Contro[ Act as amended (33 U.S.C. 125'1-
1387). Violations must be reportad ta ti�e Federa! awarding agency and fhe R�gianal Office of the
Environmental Proiection Agency (EPA}.
26.1 Firms that apply or bid for ar� award exceeciing $1 �0,0€}0.00 musf fr[e the required certi�cation.
�ach tier certifies to the tier above that it will not and �as not used Federa[ appropriated funds to
pay any person ar organization for influ�ncing or attempting to influence an off[cer or �mployee af
any ageney, a merr��er ofi Congress, afficer or empEoyee af Cangress, or an emp[ayee of a
memb�r of Cangress in connection wiih obtaining any Federal contraci, grant or any other award
co�ered by 31 U.B.C_ �352. Each tier must also disclose any lobbying with non-�'ederaE funcis
that takes place in connection with obtaining any Federal award. Such disclosures are forwarded
frorn tier to tier up to ihe non-Federal award.
26.2 Bidders shall pro�ide proof of Byrd Anii-Labbying Amendment certif cation filings with their bid, if
the bid exceeds $100,000.00.
27.0 PR�HBITION ON B�YCOiTING ENERGY COMPAN[ES
Vendor acknowledges that in accordance with Chapter 2274 of the Texas Gavernment Code, as added
by Acts 202'I , 87th L�g., R.S., S.B. 'E3, § 2, the City is prohibit�d from entering into a contract for goods or
services thaf has a �alue of $100,Opd or more that is to be �aid wholly or partly from public funds of the
Ci#y wiih a company with 1 Q or more full-time employees unless the contract contains a written �erification
frorri th� company that it: (1) does not boycotf energy campani�s, and (2) will not boycott energy
companies during the term of the contract. 7he terms "boycott energy company" and "company" ha�e
I78 22-Oq82 R.ighty I�ufy Vehicle and Equipment Ssrvices
Page 13 of 30
the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code, as addEd by Acts
202'f, 87th Leg., R.S., S.B. 13, § Z To the extent ihat Chapter 2274 of fhe Go�ernment Code is
appficable io ihis Agreement, by signing fihis Agreement, Vendor certifes that Vendar's signature
provides written verification to the Ciry that Vendor. (1) does not boycoff energy companies; and (2} will
not boycott energy companies eI[aring the term of this Agreement.
28.0 PROHBIT[ON ON D1SCRIMINATION AGAINST F[REARM AND AMMUNITION 1NDUSTRIES
Vendor acknawledges #hat except as otherwisa �aro�ided by Chapter 2274 of the 7exas Governmeni
Code, as addect by Acts 2021, 87i1� �.eg., R.S., S.B. 19, § 9, the City is prohibified from ent�ring into a
contract for goods or services that has a vafue of $100,OD0 or more that is to be paid whol[y or partly fram
public funds of the City wifh a company with '!0 ar mor� f[all-iime employ�es unl�ss the contract cantains
a written �erifcation from the cornpany that it: ('I) does not have a practice, policy, guidance, or directive
that discriminates against a fir�arm entity ar firearm tracie assoeiation; and (2) will not discriminate during
the ferm of the contract against a firearrr� entity ar frearm trade association. The terms "discriminat�,"
"firearm �ntity" and "frrearm trade association" have the meaning ascribed io t}�ose terms by CF�apter
2274 ofi #he Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. � 9, § 1. Tn the
extent #hat Chapter 2274 of the Government Code is applicable to this Agreement, by signing tF�is
Agreemeni, Vendor certif�es that Vendor`s signature provides writ#en �eri�ication to the City that Vendor:
(1) does not have a prectice, policy, guidance, or directive that discriminates against a frearm enti#y ar
firearm trade as�ociation; and (2} will noi discriminate against a firearm entity or firearm irade association
during the term of this Agresment.
iTB 22-0082 Lighty Du€y Vehicle and Equipment Services
Page 14 of 3a
PART-2
D�TAILED SCOPE OF SERVECESISPECIFICATIOfVS
1.0 SCOPE
1.'! The City of �'art Worth {City) seeks bids to ftnalize annual agreements wifh muliip[e vendors for
repair services for City-owncd ligtti c�uty �ehic[es, lawn, and marine equiprnenfi and to esfa�lish an
Annual Agreement to provide Originaf Equipment Manufacturer (DEM) Au#horized SeNice and
Endependent Service FacifEties Agreemeni for tE�e Properry Managcment Department (PMD} as
specified in this Invitation ta Bid (17B.)
9.2 The �uccessful bidder(s}, knawn hereafter as "Contractars°I"Contractors," will be respansible for
per€orm fight duty vehic[e repairs and services for appraximately 3,000 on raad and '[,600 of-road
�ehic[es and equipm�nt.
1.3 The Term af the agreement shall begin on the date stated in #he contract {"Effective Date} and
sha[I expire one year from the effective date, unless terminatec! earlier in accordance with the
pravisions of #his Agreement. This agreement may be renewed under the same terms and
c�nditions far four (4) addiiional one-year periods, unless the Contractor pravides the other party
with no#ic� of non-renewal at least 60 days before the expiratian of the ini#ia) term ar renewa]
periad.
1.4 The Property Management Department (I'Mb) shall utilize this Agreement for servEce, repair,
maintair� and purchase o� parts for a variety of light c[uty vel�icles, lawn, a�d marine equi�ment
and for a variety of manufac#urers in the City fleet or� an as neetEetE basis.
1.5 Following the award adclitional seruices oF the sarne general category that could have been
encompassed in the award o# this Agreement, and that are nai already on the Agreement, may
he addeci based on the discount bid and price sheet �ravided with the bid.
1.6 Unit pric�s shall include all casts associat�d wiih #he specified work, including but not limited to
handiirtg, delivery, fuel charges, fees and certifcations fees. f�o additional eharges will be
accepted or paid by the City.
1.7 All iterns supp[ied resulting from ihis bid s�all be of recer�t produc#ion, unused, and suitable for
their iniended purpo�e.
1.8 The submissinn of a bid by the bidder shal! be considered evidence of eorr�pliance with these
rec�uirements.
2.0 �"ENTATIV� SCHEDUI,� QF �V�NTS
7ASK DATE
ETB Releasc Dat� March 2, 2022
Pre-Bid Conference March 10, 2022 at 10:30 AM
Deadiine for Questions March 11, 2022 at 5PM (Local
Tirne
Answers Pos#ed March 15, 2022
ITB Responses Due Date Ai 1:30 p.m. (Local March 24, 2p22
iime
ITB 22-OD82 Lighty Duty Vehicle and Equipment Services
Page '15 0# 30
Recommended Vendor Selection A ril 2022
Ma or and Council Cansideration A ril 2022
Contract Execution Ma 2022
3A CHANG� IN C�MPANY NAME OR OWNERSHIP - The Vendor sha[I noiify the City's Purchasing
Manager, in writing, of a company narr�e, awnership, or address change for the purpose of maintaining
updated City r�cords. The presid�nt of fhe eorrtpany or authorized offcial must sign the leiter. A fetter
indicating changes in a company name or ownership rnust be accompanied with supporting [egal
documentation such as an updated W-9, documents fled wiih the state indicating such change, c�py of
the board of directar's resolution approving fhe action, ar an executed rrEerger or acquisition agreement.
�ailure to do so may ad�ersely impact future invoice payments.
4.Q ME�'HOD OF AWAR�
4.1 Bids will frst be evaluated baseci �pon bids received fram a responsib[e bidderthat presents the
best �afue ta the City. A responsible bidder is ci�flned as a bidder ihat submits a campfet�d bid
package within the stated deadline and in accardance with the bid specificatiorts.
42 Bids that c!o not receive 50% or more of the #otal available painis, excluding the points for �rice,
will b� dee;m�d n�n-respnnsive.
4.3 Th� fo[[awing criteria will �e used to deterrr�ine the best value:
4.3.1 Cost of service — up to 50 poinfs.
4.3.2 Contractor's qualification and certification, per section 5.0 — uP ta 20 points.
4.3.3 Availability of resources to perfarm services using the mast uP #o date and appropriafe
metf�ocfs available for said wark cander industry per section 6.0 — up to 15 poin#s.
4.3.4 Experienc� working with go�ernmen�lsimilar size organization — up to 15 points.
4.4 [n flrder for ihe City to receive adequate coVerage on its requirements as spe�ified in the
solicitation, the City reserves the right to make rnuitipie awards.
4.5 The City reserves the right to accept or reject in whole or in part any or all bids r�ceived and to
rnake an award on the basis of indi�idual item, cambinatior� of items, ar overall bid, as it is
deemed in the �est interesf of the Ciiy. The City also r�serves the right to reject the bid of a
bidder who has previously failed to perForm properly or complete an time agreements afi a similar
nature.
4.6 The City reserves and shaf( be free to exercise the right to evaluate bid in relation to performance
record Qf bidder with ihe City itself, anofher municipal corporation of IiEce size, or private
corporations during the past iwo-year period. Such precautions are deemed to 6e in ihe public
interest inasmuch as V�ndor failur� ar inability ta furnish items withirt the prescribed time can
create emergency situatiorts and impose unnecessary hardship on bath the City as a municipal
corporation and th� public at [arge.
�4.7 The ��aluation factors listed above will be applied in a comparative manner to all eligible,
responsive bicfs. Award may be made withaut discUssion with Bidders after bids are rec�iv�d.
Bids shouEd, therefore, be submitted on the most favorable terms.
4.8 Consideration of Location of Bidder's Principal Place of BUsiness, Attachment B, if apPlicabie;
ITB 22-0082 Lighty Duty Vehicie and Equipment Serviees
Page 16 of 30
4.8.'! If Attachment B. Local Preference is cor�-�p[eted by any bidder the City will review the
Attachmeni to determine whe#her Iacal preference wi!! apply to the award.
4.9 The Ciiy alsfl reserves the right to reject #he bid of a bidder who has previo�sly failed to perform
properly nr cnmplete on time agreements ofi a sirr�i(ar nature.
5.0 CONTRACTOR REQUIREMENTS IN OR�ER FOR THE BID TO 8� EVALUATED
5.1 The Contractor shaii:
5.1.1 Have a minimum of 2(iwo} years of experience conciucting services similar or related to
the 5cape of Services.
5.1.2 Have and operate a full-iim�:, perrraanent business address with the abiEity to be reached
by emai[ and telephone.
5.�.3 �ocumentation and certi�catians necessary ta perfarm worEc on City vehicles and
equipment. This inclttdes all certifications, such as the Nationa[ Insfitute for Automotive
5er�ice Excelience {ASE} or Manufacturer required training, which quali�es the vendor to
perform said work.
6.0 CONTRACTOR RESPONSiBILTIES
6.1 Cantractors shall provide pricirtg on parts and labor for the services and a list of brands provided
an the attached Bid Solicita#ion pages of this ITB.
6.2 Cantractor shall provide unit prices far listed items. Unit prices shaEE include all associated costs
unless specified in Proposals Solicitation Page, not limited to deli�ery, fuel and handling charges.
No additional charges wif[ be acc�pted or paid by th� City.
6.2.'[ The C[ty wi(I ensure that vehicles will ha�e a minimum of a quarter (114)
tank of fusi when dropped off for service.
6.3 Cantraciors may charge an hourly r�on-warranty labar rate per service, a cost plus (�-) for parts, a
diagnosiic fee {detailed oui), and any app[icable iransportation fees, if any. 7here are no
guarantees the Ciiy will accept or held financially or liable for nosts autside of lab�r and materialsl
par�s if the submitted pcieing is desrned excessi�e by the evaluation panel.
6.4 Contractors shail furnish provide documentatiort on tl�eir personnel authorized to perfiorm work on
City vehicles ancl equipm�nt. ihis includes ail certificaiions, such as ihe Rfationaf lnstitute far
Automotive Service Excellence (ASE} or Manufacturer required training, which qualifies the
vendor to perform said work. Aff licenses, permits, insurance and any afher documentation that is
required l�y Iocal, state andlor federal agencies are to be main#ain�d during the term of this
contract.
6.� Contraetors shall be authorized to diagnose, repair and service vehicles and equipment for the
City of Fort Worfh's (#he "Ciiy") Light �uty fleet.
6.fi Contractors shall per€orm work using the most up to date and appropriate meihods available for
said work under industry standards. This includes, but is not [imited to, all suitable repair
equipment and parts to insure the satisfactory executian of any repair ar installation.
6.7 Contractors shall respond and supply requested materials or services required during regular
business hours within the response time (DELIVERY) from r�c�ipt of requ�st in the proposals
solicitation page or less including shipment by mutual agreerrtent farm the time original request
is made.
1TB 22-0082 Lighty DuEy Vehiele and Equipm�nt Services
Page 17 af 343
6.8 Contraciors shall provide the Ciiy priority service, as rnany City vehicles are utilized for public
safety and ernergency response. Exp�ditious turn-around is critical to City operatior�s. Additional
fees for priority services are prohibitecf.
7.0 MOURS
7.1 Contractors shall respand ta a work order within 24 hours of notification.
7.2 Contractors shaEi de[i�er completed �ehicles io the Fl�et S�rvic� C�nter, Monday through Friday
be#ween 7:30 a.m.— 9:34 p.m. unless expressly authorized by the F[eet Serviee Center
S�pervisor{s} ar their designee. Any deviatian from this timeframe shaii require wri#ten appro�al
from the Fl�et Service Center Supervisor(s) or iheir designee.
$A AFTER HOURS
8.1 After hours shall be eonsidered fram �riday at 9:31 pm fhrough Monday at 6:59 am, holidays and
weekends.
9.Q PARTS
9.1 All part� utilized in repairs, replacerr�ents or installations an Ciiy ve�icles and ec�uipment must be
new unless otherwise requested by PMQ Fle�t personnel. Any rebuilt or remanufactured parts
can be consid�red but must be appro�ed in writing hy Ci#y PMD F�eei persannel priar to being
utilized by a vendor.
9.2 Vendor shall warranty andlor guarantee a!i work and products supplied under this Agreement
against any defects in design, workmanship, maierials and fail�are to operate satisfact�rily. Each
product sha11 be cc�nstructed to ihe high�st inclustry standards. Products manufactured of poor
workmanship will not be accepted.
9.3 The City reserves the right to sup�ly parts as the City d�term9nes is necessary.
9.4 Vendor may charge a east plus (+} for parfs. The cosi should be a�ailable for review by the City
as reques#ed. There are no guarantees #he City will accept or hefd f[nancially or lia�le for costs
outside of labar and materia[s/ parts if the submitteci pricing is deemed excessive by the
evaluation pane[.
90A [NVENTORY OF ASSETS
10.1 Assets that ma need re airs and services but are not limi�ed to, the invento listed belo�n
Up to 3,000 on-raad and 1,BOU off -road �ehicles and equiprnent incfud'[ng, but nat
limited ta
Make af j Martufacturers
Equipment �
ITB 22-04$2 Lighty Duty Vehicle and Equipment 5ervices
I�age 'f 8 of 30
Vehicles and BMW FreigF�tiiner
Equipment Mercedes Zodiac
under One Ton St�llantis (Chrysler ) White River Marine
in GVW Ford Caddo Manufacturing
Lincoln Bertram
�odge GMC Boston WhaEer
Jeep Honda Chaparral
Ram Hyundai Yamaha
Lincoln Kia Zadiac Nau#ic
Buick Nissan Johrt �eere (yellow iron)
Cadillac Rivian K�bota
Chevrolet 5ubar� Scag
Acura Toyota H[asq�arna
Infiniti Volkswagen Toro
Lexus Volvo Cub Cadet
Sprinier Jacobsen
VIP Snapp�r
Tracker
Zodiac
11.0 �STIMATES
11.'i Vendor shaEl be required to pro�ide wriiten or electranically produced estimates to PMQ Fleet
�ersonnel befare the stari of any work. Th� estimates must be emailed to the PMD Fleet
employe�(s) ant[lor PMD Fleet facility [ocafion who requested the services to be compl�ted.
1'i.2 Esfimates shall be approved and authorized by PMD F�eet persannel in writing via �mail prior to
work being per�orrr►ed. Verba[ approvals should not be eonsidered.
1'f .2.1 Fleei shall create necessary worfc order for tracking.
11.2.2 Vendor shall be notified, via email, of repairs needed andlor diagnasis fram �ieet.
11.2.3 Vendor sha11 identify tF�e repair direction and shall err�ail an Estimate with sp�eific details
of the repairs needed regard[�ss of warranty ar non-warranty.
1'1.2.4 Warranty and hillable repairs sf�alE be on separate estimate(s) and invoicing in ALL
cases.
1�.2.5 Fleet shaii dacument the appro�al and shall u�ciat� the work arcier detailing all
cammunications ar�d repairs with denial or appro�al information.
1'[.2.5 PMD Fleet shall issue a purchase arder far billable repairs via email. Repairs are �IOT to
be performed until a purchase arder has heen issued in writing from PMa Fleet Division.
This ensures proper tracking and documen#ation are in place far the Vendor and tE�e Cify.
19.3 Final submiited invoices submiitad to the City for work p�rformed shoultf always rnaich the fina)
estimate recei�ed by #he City. A[i revised estimates must be apprpved in writing prior to billing.
11.� If City �ehicie or equipment is serviced by a Vendor far warranty work, an estirr�ate provided by
the Vendor io the City sha[E state 'Warranty Service'.
� 1.5 All estimates pro�ided by �endors wi[I be quoted on a'time and materials' 6asis, adherence to th�
agreed upon contract rate(s) and itemized #o ill�[sfrate the cost af eaeh of the foiiowir�g, if
applicable to the s�rvice or work pe�fio�med:
17.5.1 Estirnates shall include nurnber af and cost of par�(s) io be installed.
ITB 22-0062 Lighty Duty Vehicie and Equipment Serr�ices
Page 19 qf 30
'f 1.5.2 Esiimates shall include cost of labor to per#�rrn repair andlor installation; iternized by
number of labor hours per labor line.
1�.5.3 Estimates sha!! include iternized inspectionlc{iagnostic fees.
1�.5.4 Transportation fees, if any, for picK-up or delivery.
11.5.5 Misce!laneaus shop feas will not be allowed. This shoufd be considered when bidding
applicable costs in fh� other time and materials categories.
11.5.6 Tra�e[ c�arges for mobile services can be considered and shoufd be itsmized. Standard
flat fee will not be considered.
11.6 �leet shall create necessary work orders far iracking.
� 1.7 Contractor shall be na#ified, via email, of repairs needed andlor diagnosis from PM� Fleet.
11.8 All estimates provided by Vendors will b� q�[oied or� a'time and par�s' basis, adherence to the
agre�d upon contract rates and itemized to illustrate the cosi of each of #he following, if appficahle
to #ha service or work performed: cast nf part(s) to be installed, cost of labor to perForm repair
andlor i�tstallation, inspectian, diagnostic fees; itemized by labar hours except when esiimated as
a turnkey projec�ljoh.
11.9 Vendor shall idenfify the r�pair direction and shall err�ail an estimate with specific de#ails of the
repairs needed regardiess of warranty or non-warranty.
11.10 Warranty and billa6le repairs sha([ be on separate estimate(s)1 invoicing in ALL cases.
11,11 PMD �leet shall document the appraval and shall update the work order detailing all
comrrtunications and repairs with deniaf or appro�al information_
19.12 PMD Fleet shalf issue a purchase order far billabie re�aairs via email. Repairs with a cost
associated to the City are NOT ta be �erFormecf unti[ a purchase orcfer has been issued in writing
from PMD �leet. This ensures proper tracking and documentation are in place far th� Vendor and
tne City.
'1'[.'13 Vendors shall send confirmaiion and a cost esfimaie io the Fleet Service Center Su�ervisor(s) or
designee within 24 hours of receiving a list of equipment far inspection and testing.
11,14 Flaet Service Center Supervisors or c[esignee wiEl prn�ide writ�en authorization to proceed
wiih ihe inspectian and testing after evaluating the estimate. Ver�dors are not aufhorized to
�roceed with inspectian, testing based or� verbal authorizations and assumes all [iability and
responsibility for inspection, and testing �er�ormecf based on such �erhal aufhorizations.
11,15 Vendors wi{I be required tp provide written es#imafes to Fl�et Service Center Supervisors
or designc� personne! before the start af any work. The esti�nates may be emailsd to the
Fleet Service Center Supervisors or design�e wha requ�sted the services to be comp[eted.
11.'i 6�siimates musi be appro�ed and authorized by Ciiy Fleet Senrice Center 5upervisors ar
designee personnel in writing (emaiE, fax or written) prior to work b�ing perFormed. Origina[
invoices submifted io the Cify for work perforrned �anRoi be greater ihan initiai estirnate
pro�ided unless approved by Flee# Service Cenier Supervisors or designee in writing.
11.17 If during the course of the originalEy estimaied repairs, it is noted #hat further repairs will be
needed, a revised estimate must be prepared by Vendors fior the additional work.
ITB 22-0082 Lighty Duty Vehicle and Equipment Services
Page 20 of 3D
� 1.18 Estimates provided by vendors shall state `Warranty Service' if City vehicles or equip�nent will be
serviced for warranty wark.
�2.0 INVOICING REQUIREMENTS
12.1 The City of Fort Worth has begun implementing an automated in�oicing system.
12.2 TF�e Co�tractor shall send invoices electronically to our centralized Acco�nts Payable department
invoice email address: supplierinvaicesCr�fortworthtexas.qov. T�is email address is not monitored
so please do not send correspondence to this email address. The sole purpose o� the supplier
i�voices email address is ta receipt and process supplier ir�vaices.
42.3 Please include the fallowing on the subj�ct line of your e-mail: vendor name, invoice number, and
PO number, separated by an underscore {ex: Example, ine._123456_FW�13-a000001234)
12.4 To ensure ti�e system can successful�y process yaur invoice in an expedient manner, please
adhere to the failowing requiremenis:
• All in�aices mus# be either a PD� or TfFF farmat.
• Image quality must be at least 300 DPi (dots per inch).
• Invoices must be sent as an attachmeni (i.e. na invoice in the body of #he email).
• One invoice per attachrx�ent (includes PDFs). Multiple attachmenfs per email is acc�ptable
but each invoice must be a separate attachr�en#.
• f'lease do not send handwritten invoices or invoices that contain handwritten notes.
• Dot ma#rix in�oice #ormat is not accepted.
• ihe invoice must contain the following information:
• Supplier Name and Address;
• Remit to Supplisr Narne and AddreSs, if different;
• Applicable C�ty Department business unit# (i.e. FW013)
• Gomplete City of Fort Worth P� number (i.e. the P� number must contain all
preceding zeros);
• In�oice number;
• In�oice date; and
12.5 Invoices should be submitted after delivery of the goocis or services.
12.6 To pre�ent in�oice processing delays, pEease do not send invoices by maif and email and piease
do not send the sarne invoice more fhan ance by emaik to su��lierin�aices(a�fortworthtexas.yuo_v.
To check on the status of an invoice, please con#ac# ihe City bepartment ordering the
goods/ser�ices or #he Ceniral Accaunts Payable Department by emaii a#:
ZZ FIN Accounts�a able forfwarthtexas.qov.
12.i Ef you are unabEs to send your invoice as outlined above at this time, pfease send yaur invoice to
our centralized Accounts Payable department instead of directly to the individual city departmeni.
This wil! allaw the ci#y staff #o digitize the invoice far fast�r processing.
12.8 If eEectranic in�oicing is nat possible, you may send your paper in�oiee ta:
City of Fort Worth
Attn: �MS Central Acco�nts Payable
2�0 Texas Street
Fort Worth, Texas, 7fi1fl2
12.9 The City's goal is to recei�e 100% of invoices electronically sa thai all supplier payments are
processed efficiently. To achieve this goal, we need the Contractor's support.
12.10 If Contractor has any questions, please cor�tact the Accounts Payable team at (817) 392-2451 or
IT8 22-0082 Lighty Duty Vehicfe and Equipment Serviees
Page 21 of 30
by errEail to ZZ FIN Accountsf'avable ci.fortworthtexas.c�ov.
� 2.1 i Contractor shall not include Federal, State of City sales tax in its invaices. City shall f�trnish a tax
exemption cer#ificate upon Vendor's request.
13.0 HAZARDOlJS CONDITIONS
The Vendor is required to notify the City immediately of any hazardous conditians andlor damage to City
property.
94.0 UNIT PRICE ADJUSTMENT
14.1 The unit prices may be adjustecf for increases or decreases in Vendor's cas# during the renewa!
period but before the effecti�e date ofi the renewal upon writ#en request from the Vendor.
14.2 The Vendor must submit its price adjustrrtent request, in writing, at least 60 days before the
renewal effeciive period. The Vendor shall provide written proof of cost increases with price
adjustmen# request.
14.3 If the City concludes that the rate increase being requested is exorbitant, #he City reserves the
right to adjus# the rate request, or reject the rate request in its entireiy and a�low the con#ract to
expire at the end of the contract term. If the City elects not to exercise the renewal option, the
Purchasing Division will iss€�e a new solicitatior�.
14.4 Prices bid shai! remain firrn for each ane-year term of the Agreement and shall include all
associated freight and d�liv�ry costs.
14.5 Prices offer�d shall be used for bid analysis and for Agreement pricing. In cases of errors in
extensions ar totals, the unit prices offered will govern.
14.6 Upon expiratian of the Agreement term the successful bidcfer, agrees to hold o�er under the
terms and canditians of this Agreement for a reasonable period of time to allow the city ta re-bid
an agreement, no# to exceed ninety (90) days. Vendor will be reimbursed for this ser�ice at the
prior agreement rate(s). Vendar shall remain obligated to the City under all clauses of this
Agreement that expressly or by their naiure extends beyond and survives the expiration or
terrnination of this Agreement.
'i4.7 Goods andlor services shall not be suspended by the Vendar wifhout � 30 day priflr wriften notice
to the City.
15.0 LAWS, REGULATIONS, AND ORDINANCES
The Vendor shal� be responsible far meeting all Federal: laws, ordinances and regulations; State: laws,
ordinance anci regulations; County: laws, ordinances and regulations; and City: laws, ordinances, and
regulat9ons for safety of peopfe, environrr�ent, and �roperky. This includes, but is nat limit�d to, ali Federal,
5taf�, County, and City Agencies, Administrations and Com�nissions such as the Environmental
Protection Agency (EPA), 4ccupationaf Safety and Health Administration (OSHA), and th� Texas
Commission on En�ironmental Quafity (TCEQ). In the event any law, reguiation or orcEinance becomes
effective after the start of ihis Agreement, the Vendor is required to comply with new policy. Any
mancfates requiring the City to carrzply with new guidelines will also require the Vendor to com�ly.
1 fi.0 P�RFORMANC�
Failure of the City to insist in any one or more instances upan perFarmance of ar�y of the terms and
conditions of this Agreemenf shall not be construed as a waiver ar relinquishmeni of ti�e future
performance of any terms and conditions, but the Vendor's obligation with resp�ct to such performance
shall cantinue in full farce and ef�ect.
ITB 22-0082 Lighty fluty Vehicle and Equipment Serrices
Page 22 af 3D
�7.Q COMPLAIN�'S
17.1 Cor�pfaints processed thraugh th� City Purchasing Di�ision are to be corrected within faurteen
(14) days of formaf notice of complaint. Written respanse to the Purchasing Division is required.
17.2 Failure to properfy resolve compEaints within fhe four�een (94) ca[endar day iime period may
result in tl�e cancellatidn of the applicable line iiem(s) in the price agreerneni.
i8.Q SUBCONTRACTING
No subcontracting ofi the wark und�r f�tis purchase will be aElawed without written permission fram the
City.
19.0 CONTRAC7' ADMIN(STRATION
19.1 Contract admin[stra#ion wili be p�rformed by the City �epartment. [n fhe e�ent the Vendor fails #o
perform according to the terms of the agreerrtent, The Depariment h�ad or hislher designee wil[
notify the Vendar, in writing, of its failures. A meeting may be arranged ta discuss the Vendor's
deficiencies. A wriiten cure notice rnay be prepared giving the Vendor 94 calendar days to cure
any defieiency.
19.2 In the evenf the Vendor cvntinues with unsatisfiaetory perfarmance, the department will prnmptly
notify the Purchasing Manager who will take appropriate action to cure the performance
probl�rn(s), which couid include cancellation, terminatian for convenience or default. !f the
agreement is terminated far defauft, the Vendor may be hefd liable for excess cosi.
19.3 ihe Vendar will k�e paid only #hose sums du� and awing under the agreement for services
satisfactorily rendered.
9 9.A� The City reserves the righi io terminate this agreement, ar any part hereof, far its sole
convenience. In the event of such termination, the Vendor shai[ immediately stop all work
F�ereunder and shall immediately cause any and all of its suppli�rs and subVer�dors ta eease
work. Subject to the #erms of this agreemeni, the Ver�dor shali be paid a percentage af the
agreement price reflecting the perc�ntage of the work perFormed prior to the notice of termination,
plus reasanable charges the Vendor can demonstrate to the satisfaction of the City using its
standard recard keeping syst�m, have resulted from #f�e termination. However, in na eveni shal!
t�e total of all amounts paicf to the Vendor exceed the agreement price. Th�: Vendor sha!! not l�e
reimbursed far any profits which may ha�e been anticipated, bvt which ha�e not been earned up
to the date of terminativn.
1TB 22-0082 Lighty �ut}I Vehicle and �quipment Serrices
Page 23 af 30
ATTACHM�NT - A
CONFLICT OF IHTEREST D�SC�OSURE REQUfREMENT
Pursuant to Chapter 176 of the Local Government Coc�e, any person or agent of a person who contracts
or seeks to contract for the sale or purchase of prop�rty, goods, or services with a local ga�ernmental
entity (i.e. The City of Fort Worth) must ciisclase in the Questionnaire Form CIQ ("Questionnaire"} the
person's affiliation or business relationship that might cause a conflict of interest with the local
go�ernm�ntal entity. By law, the Questionnaire must be filed with ihe Fort Worth City Secretary no later
than se�en days after the date ihe persan begins contract dscussions or negotiations with the City, or
submits an application or response ko a req�est for proposals or bids, corresponde�ce, ar another writing
related ta a potential Agreement with the City. Updated Qu�stionnaires must be filed in conformance with
Chapter 176.
A copy af the Questionnaire Form CIQ is enclosed with the subrr�ittal documents. The form is also
available at http:llwww.efhics.state.tx.us/formslClQ.pdf.
If you have any quc:stions about compliance, please consult your own legal counsel. Compliance is the
individual responsibiiity of each person or agent of a person who is subject to the filing req�irement. An
offense under Chapter 176 is a Class C misdemeanor.
NOTE: If yau are not aware of a Conflict of lnterest in any husiness relaiionship that you might
have wiih the City, state Vendor name in the # 1, use NIA in each of the areas on the form.
However, a signature is required in the #4 box in all cases.
Revised 6.25.18cg
ITB 22-OD82 Lighty Duty Vehicfe and Equipment Services
Page 24 of 30
CONFLICT OF INTEREST QUESTf4NNAIRE FORM CIQ
Far �endor doing business with local governmental entiiy
This questionnaire reflects changes made Io the law by H.B. 23, 84th Lag., Regular 5essian. OFFiCEUSEONLY
This queslionnaire is being filed in accordanca v�itli Chapter 176, Local Govemmanl Code, by a vendor who Date Rzceiveci
has a b�tsii�ess relalionship as deiined by Sec[ion 176,001{1-aj wilh a focal governmenFal entiry and ihe
vandor meets raqtiirements under Sec6on 17�_OOfi�a).
8y lavr il�is q��asiioni7aire must be fiied viilli Ihe racords adminislrator of tha local govarnmantal enlity nof lalar
tl�an 8ze 7tli lxisiness day after $�e dale 8te vandor becomes aware of iacts that require Iha statement to be
filed. See Secuon 175,006(a-1), Loeal Government Code.
A verzdor commits an oifense if tlie vendor knowingly viol�tes Seciron 17s.0o6, Local Govemmenl Code. An
offense under tliis seciion is a misdemeanor,
1 Name of vendor who hasa fxisin ss relationship with local governmenlal entity.
1�r �'Gz r L t. ,f� Y110T I� '� � r� `Q
z
� Check this box it you are iiling an update to a previously filed questionnaire, {The law requ4res that you file an �pdated
completed questionnaire with the apprnpriate fifing authorily not later than ihe 7th business day after the date on which
you beca�ne aware shat the ariginally filed questionnaire was incoinplete or inaccurate }
3 Name of local government officer aboui whorrr the info mation is being disclosecf.
� �
Name of Officer
4 Aescribe each employment or other business relaGnnship with the local go�ernment officer, or a family member of the
ofticer, as deseribed by Seciion 176,003(a)l2}{A). Also describe any iamiiy ralationship wiih the local government officer.
Comp]ete subparts A and B far each emplaymem or business relationship described. Attach additional pages to this Form
CIQ as necessary.
A. Is the locai go�ernmant officer or a family member af the ofiicer receiving or fikely to receive taxable income,
other than investment income, from the vendor?
� Yes ��No
B. Is the vendor r�ceiving or likely to receive taxable income, other lhan investr�ent incoFne. from or at the direction
of ihe Incaf governineni ofiicer or a fa�nily meonber ai the officerAND ihe taxable incoine is not received fro�n the
local governmentai entity?
� Yes �fVo
� �escri#�e each emplayment or business relationship ihat ihe vendor named in 5ection 1 maintains with a corporation or
other business entity with respect to which the local government oificer serves as an officer or direc#or, or holds an
ownership tnterest of one percent or mare.
r�J r�
6
❑Check this box ii the ventlnr has given the local government oflicer or afa3nily member of the oflEcer one or �nore gifis
as described in 5ection 176.�03(a)(2)(Bj, exduding glits described in Seetion 176.Q43{a-1)
7
A,��. .� Q � '�
5ignalure of � dor doing bu ess with the govemmantal ei�tiry Date
Form provkded by Taxas Elhics Commission www.�thics.slate.tx.us Revised 1/1/2021
Revised 7.1 ].18cg
ITB 22-0082 Lighty !]uty Vehicle and Equipment 5ervices
Page 25 of 30
CONFLIC7' O� �N7�I��ST QU�STIONNAIRE
Far vendar d�ing business with local gowerntn�nial entity
Acomplet� copy of Chapter 176 of the Local Goverr�ment Code rnay be faund at http:l/www.statuies.legis.state.tx.usl
DocsfLClhtrnlLG,176,htm. �or easy refer�nce, belvw are sorne of the sections ciied on lhis (orm.
Local Government Code § 176.001(1-a): "Business relationship" rneans aconnection between iwo or rnore parties
based an commercial aciivity of one of 1he parties. 7he term daes not include a connection based on:
(A) a transaction that is subject to rata or fee ragu[ation by a iederaE, state, nr local governmental �ntity or an
�gency vf a federal, state, ar iocal governmental entity;
(S) a trar�saction conducted at a price and subjec# to 3erms available to the public; or
(C] a purchase or lease of goods or services from a person that is chartered 6y a state or federa[ agency and
that is subject to regular examinatian by, ar�d reparling fo, that ager�cy.
�oca] Government Code § � 7s.003,(�)(?�,(A1 and (B):
{a) A lncal government nf#icer shall fi[e a conflicts disclosure statemenS with respect to a vendor if:
{2) t�� vendar;
(A} hasanemploytr:entorotherbusinessrelationshipwithihelocalgovernmentofficerora
farnily member of the oificer that results in the officer ar family member receiving Eaxable
incorne, other lhan investrneni incom�, ihat exce�ds $2,500 during the 12-month periad
preceding ihe date that the oificer becomes aware that
{i) a cantract between the local governmenta[ entity and �endar has been executed;
a�
{ii) the focal governmenial entiEy is considering enlering inio a contract wiih ihe
vendor;
(B} has given to the focaf goverr�rrient officer or a famiiy meml�er of the officer one ar more gifts
ihat have an aggregate value of more than $ i QO in the 12-monlh periact preceding ihe date the
officer b�comes aware that:
{i) a contract betvueen the local governrr�enlal entiiy and vendor has been executed; nr
{ii} tf�e iocal governmental entity is considering entering into a cantract wiih the vencior.
Local �overttment Cods § 176.ODfifa) and,�,a-�)
(a) A�endor sl�all file a cam�leted conflict of intesest questionnaire if the �endvr has a business relat'sor�ship
with a local governmental entity and:
(1) has an employmeni or other business relationship with a focal gavernrnent a€ficer of thai locaf
governmentaf entity, ar a family memb�rof t�e ofl'scer, described by Seciion i76.�03(a)(2}{A);
(2} has gi�en a loca[ government officer of thaf local governmental entity, ora Eamily memb�r of the
ofiicer, one ar more gifts with the aggregate value specified by Section 176.003{a)(2){B), excluding any
gift described by 5ection 176.003{a-1); nr
(3j has a family reiationship wiii� a local government atiicer oi that local governmental entity.
(a-1) The compfeted eanflict oi interesi questionnaire must b� fi[ec�with the appropriate records adminisirator
nat later ihan the seventh business day after the later of:
{i } the data that the vendor:
(R} begins discussions or negotiations to enter intn a contract with th� local gov�rnmental
entity; or
(B) submits ta the local governmental entity an application, response to a request far proposals
or bids, corresponder�ce, or another writing related to a potential contract v�ith ii�e Iocal
governrnenial entity;or
(2) the dafe the vendor becomes a�nrare:
4Aj of an employment or oli�er business relalionship +nrith a local goverr�ment officer, or a
famify member of the o#ficer, described by Subsectian (a};
(BJ that ihe vendor has gi�en one or more gifts described by Subseclion (a); ar
{C} ai a family relationship with a local government officer.
Form providad by Texas E113ics Commission d•rw4v.ethics.state.bc.us Revised 1/12021
Revised 7.1 I . I8cg
ITB 22-0082 Lighty Duty Vehicle and �quipment Services
Page 26 oE 30
ATTACHM�NT — B
CONSIDERATIOiV OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS
Section 2-94 nf the Fort Worth Code of Ordinances ae�thorizes ihe City Council, when considering
competitive sealed bids, to enter into a cantract for cer�ain purchases with a bidder whose
principal place of business is in the corporate limits of the City of Fort Worth and wi�ose bid is
within 3 or 5 percent of th� lawest hid, clepenc�ing on the value af the request and goods or
services requested, if tF�e lowest bid is from a business outside the municipality and contracting
with the local bidder would provicfe the best combination of price and other economic benefits ta
the municipality.
Requests to be considered a local business m�st be submitted on this form with bid packages to be
considered by the City of Fart Worth. Quesiions should be addressed to th� Purchasing staff listed in the
biti or request package.
The Fort Wortl� City Council requires the fallowing information for consideration of location of a bidder's
principal place of business. Add additianal sheets if needed to provide tF�is informatian.
�. Lacational E[igibifity: Princi�al Place of Business in Fori Worth, Texas.
a. Do you ha�e a Fort Worth office? ff yes, ideniify address:
��y! �
- � h ` � - -C�-1 �e�m � � �.a�
��� �DQ�-lv , � � �r s �� 1 0 '7
What percentage af estimated gross company safes
Worth? "Originating in �ort Wor#h" shall mear� a
SO%]
2. �conomic Qe�efapment apportunities resulting from contract.
a. Number of Fort Worth rasident-employees?
Amount of City of Fort Worth ad �alorem taxes (real and business personal praperty) paid by
campany (for prior tax year — Fart Wor�h ofFice or former loca#ion, if Fort Worth ofFice is newly-
established)? ,� � 1 �0. �1��
CErtification of information:
Norldwide) are sales originating in Fart
at the Fort Wor#h affice. [must exceed
The undersigned does hereby affirm that the informaiion supplied �s true and correct as of the
date hereo#, under penalty of perjury.
�1 Y 1� �cc.�o,
(Company
-� � aa
(�ate)
��-Y ���Y�1
(5ignature)
(Printed Name and Title )
l,
Revised 7.! 1. l8cg
ITB 22-OD82 Lighty Duty Vehicle and Equipment Services
Page 27 of 30
ATTACHMENT— C
BI��ER'S COfVTACT 1NFORMATION
Bidder's Name:
Sidder's Local A
Phone: �1 � �
Email: �f'i'�G�.
3i� - 5 � �c7
Name of persan assigned
`__---
Name/Title �.
Phone: ( r1 � 3 -
Email:-tlrQ.�.{d +�' Q..l
� ��J� �¢'
Name of persons for ren�wal information andlor bifling questions:
��
NamelTitle ! �.�, �-{ �{ `L ` �, �S i c�� `�.�
Phone: �
Ema+l: Q.L�
I
� � 17 `l C �.5�
l� t7(�IG��
Fax: g 1�1- 3� i.�e -�"'y ��
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y for thi Agreement: �
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Fax:
Fax: �1';'��i�-�'7��"�
Name/Title
Phone:
Email:
/
signature
Fax:
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Printed Name
3 � ��-�
D te
Revised 7.11.18eg
176 22-0082 Ligh#y auiy Vehicle and Equipment Services
Page 28 of 3a
ATTACHM��T-D
BIDDER'S Qt1ALIF�CA710N QU�Si[ONNA[R�
Nas the Vendor ever defaulted on a Contract?
�0
Number of years in b€asiness under current company name: � 3Years. Please noie, if is
required ta ha�e a minimum of 2 years, atherwise, your submission will be deemed as non-
responsi�e.
a. List any former names ynur org nizaiion has operated under and
the timeframe: �� t�
�„ . . .. ............ . „....,..._....---
3. fs your campany af�le to fuifiE! the response time listed in section E.D if not, why? Please not�,
that it is required to have a minimum 24 hours respons� time. F�r the remainder of minimum
requirements, please refer io section � 1.13 �,� �
4. !s ti�e Contractor able io pro�ide certificatians for their persann�l, such as the Nationai Institute
far Autort�otive Servic� Excellence (ASEj or Manufacturer req�ired training, which qualifies fihe
Contractor to perform necessary for fhis 17B? Please note, we do require you to ha�e an
Original Equipment Manufactur�r's (OEM) documentation. 1� you are unable to prov[de this
document, your submission will be deemed as nan-responsive. !n order to be consicfered, you
m e qualified.
Ye
No
5. Whai types of repairs from fhe itern list can you perForm'? Please pro�ide a list. (f you are
unable ta provide a repair, �lease state which one and why.
6. Ho� any people will be on the service team #o complete the requests and fulfil our needs?
�oes the contractar ha�e the ability to rarnp up qua[ified personnel, resaurc�s and equiprneni
ia meet the growing n��ds o�F the City? If not, why? ��S
,,,, ,�,, .„ „ , . „....
8. Please pro�ide a detailed explanafion of the methadology your firm wiil use approach to
completing repairs. (i.e. what is your process from the receipt of Purchase Order ail the way ia
completion}. Also, please include descriptive details about how yau will communicate, how wiii
you handle set-backs, whaf is your process for completing the work on time, if you disca�er
there will be a delay in service, how will you overcorr�e this?
9. ❑oes the service team hol any special certifications #hat further qualify you to perform the
requirements ofi this ITB. S. If Yes, please list and pro�ide capies of these certifica#ians.
10. Please provide your work F�isiory performing these same services for other Cities ar
governmental entities of the same size. (Attach 5eparate Sheet)
Aevised 7.11. [ $cg
iiB 22-0082 �ighty Du€y Vehicle and Equipmenf Senrices
Page 29 of 30
ATTACNMEEVT E
�RAF7 SERVIC� AGR��M�,NT
Draft Service Agreement is attac�ed a separate dacument.
Revised 7.I 1.1 Scg
ITB 22-0082 Ligh#y Duty Vehicle and Equipment Services
Page 30 of 30
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Recovery and Recycling Review and Quiz. Th�s program mee�s Sec�ion 6D9 �._
requiremen�s from the US EPA. This temporary certi�icate expires 6Q days from the ��-�.��
date ofi quiz comp�etion. Prior ta the expi�ation af �h�s �emporary certif�cate, you will i� �
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Acknowledges that
RICHARD CALAME
attended �he 8-hour
F�RD DRI�EABILITY SEMINAR # 5
entitled
F4RD 6.4� D.I.T. DIESEL:
PUWERSTRQKE DIAGNOSTIC�
December 4,_ 2010
�ATE COMPLETED
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TRAIMIMO PIIOY�UER
Cert�f�cate of Recognition is gi�►en t�
Richard Calame
far compie�ion of
2�1 �► fNTERACTlVE BRAKE SYSTEMS
Training On
SEPTEMBER 22, 2015
Sponsor: WM Autamo#ive
instructor: Waliy Marciniak
�E�l4���iE ��F�TS
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You are hereby recagnize� fo� succ�ssful�y completing GM Technical Trainir�g.
TRACY HAYES
A PREMIER
Has completed 3 hours of certified GM �raining
TEHCM — TH� BRAIN BEHIiUD GM'S 6�5PEEQ �itANSMlSSlON REVEAi.E�
We extend aur cangratulations and appreciation on aitaining such a high leve/ afprafessionalism.
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I<ris A. Mayer
General Dire[tor,
Wholesale �ea3er Chanr�el
GM C+�stomer Car� and A�tersa(es
Training hosted by:
AUTflNATiQN CNEV NORTH RlCHLANI]
NORTH RiC�ILANd HILL.S TX
October �5, 2015
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6.7L Compon�nts and Upe�a�ion
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�r��icfe wi�l r� d�agnosed 3n a timely man�er. An Estfmaie �,vi�l be e�rawn u� a�d
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Afberio R. Gar�xales, Searetarg� pf State
KN iGHT
WASTE SEI4VICE5
lanua�y 5, 2022
To Whorr� It May Concern:
Please 7CG��3t �I115 ietter of recommencfatior� rQgarding A Premier Automoti�e and its owner, Tracy
Hayes. Knight Waste Ser�ices, Ltd has been a contractor for the City of Fort Worth 5olid Waste contract
since 20�3. OUr company is keenly aware of the expectations that the City a� �ort Worth has far i#s
vendars. A Premier Automative ha5 performed work an various cnmpany vehicies as well as for t�e
personal vehicles of executives ►rvith Knight Waste. Tracy and hi5 team are h'rghly �rofessional and eth�cal
in their business practices.
it is without hesitation t�at I express the utrnost suppart f�r A Premier Automotiv� and Tracy Hayes as a
�er��ar fior the City of Fort Worth. Their dedieatio� to i�igh qua�ity service is unparallefed. Should �here
be any further questions of ine, please feel free to contact my o�fice at 817.332.8333.
Regards,
(IJ�� (r�
Marcus E,�Knight
President
Knight Waste Services, Ltd.
C�E�i�1 T�nrfrwr�Tcn,,�d,.�.�.,� 1�.1 . L'..�e. �il,...4E. . "r'_---_ _ �rrt �n . �ni-=� nnn nnnw .� ..,.-,. .,.,,., ..��._
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r..
CONS 1'RUCTION MANAG.�MENT
7anuary 5, 2022
RE: Prert�ier Automoti�e
We have been working with Tracy at Premier Automotive for weli over 10 years_ He
warks on our com�any tr�c�s as well personal vehicles. We kno�rr that we wiIl get taken
eare of in a professianal inanner with quaIity workmans�ip. There is no reason to go
anywl�ere eIse for our vehicle n�aiz�tenance. I would raie this company with a h�gh 5 far
both satisfactio��/ recommendation and [ikeliness to cantinue worlcing with thern.
Best Regards.
�� ���.
Kim Melzer
O#'fice Marzager
5D3 Mercedes Street, Suite B• Benbrook, Texas 76126 - Main (B17j 348-81 BO • Fax {897) 610-0309
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To Wham it May Cancern,
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I am writin� on ��haff of A Premier Automotive. Tracy has taicen car� a� �iopkins Company roc 1� y�ars.
With the rr�air�taining of our rlee� we have very little worry a� any o€ aur �ehicles beir�g down. �'heir
pricir�� is faEr and the staff is always available with questions.
] feel tf�e best part abo�st working wit#� A?rem�er is tieir �or�es.ty. : wo;�id and do � signiy reCommenci
t�em.
�;,
A Premier Autamoti�e is a a st�r �ompany a�d a��easure :o woric wi�i'n.
Sincerely,
Jerry Marshall
hiopki�s Com�arty Wholesale �lo�ist
�
Jin€�zniy'�'r�Y•k
Mechanic II/ F�eet Qpe�•ativns
i3o� Rac����=ood Lane
Sezz�zce Ceuter 3, �ldg Y
Fo��t i+1rortEi, Texas �761�q
o��tC� $x�.8�5.757;
�ax 8�.7.Si5•757�
j i�n�ny.yorlc.fi��sd.o��g
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I�p�P�H��Ni' SCF��OL �I5�'RtCT
Ja��ua�y 5, 2022
TQ:
�ROM: 3ixnm�+ York, Mechania II/ Fleet Qpera�ao�s
We liave bee�� Veiy Satis��e� with Service we receive fi•onr� H&H Auto�xzotive (A Pt•einiere Sai�+ices)
Wo�tld Highly Recazz�mend 5
We wiil Contin��e using 5
l�umber of Years 7
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�
�XHIBIT E
VI�,RIFICATION OF SIGNAI'URE AUTHORITY
H&H AUTt)MOTIVE SERViC`ES D�3A
A PREMIER AUTOMOTNE SERVICES
2841 WHiTE SETTI,EMENT ROAD
F'ORT WORTH, TX 7b10'1
Execution of this Signature Verification Farm ("Form"} he:reby certit'ics that t.he following
individuals and/or pasitions have the authoriiy tc� legally bind Vendor and to executc ar�y ag►-eerneni�
amendnrient or change orticr on behalf a£ Vcnd�r_ Suci� btnding auihority has been granled by pra�er ordcr,
resolution, ordiiiance or other authorization of Vei�dor. City is fully entitled to rely an tllc warranty ancf
t�epresentation set fprth in Shis Fonn in entering into any agreement or amendment with Vendar. Vendor
wiII submit an updatcd For�n within tcn {10} business days if there are any changes to the sign�tory
autliority. City is entitled ta r�ly on any currentexecutedForm tmtil itreceiv�s a revised Form �hat hasbeen
properly executed by Venc�or.
Name: Tracy Hayes
Positian: Presidc;ni
Signature
Name: Heather Hayes
Positi : Vice Aresiden
U �,�
Si�ni ture
Name: N/A
Position: NIA
Signature: N/A
Nam�: Tracy Ha es
Sig�aati�re of President / C�'O
Other Title: N/A
Date: � � --�� � �
Vet�dor Services Agreement
H&H Automotive Services dba A Premier Au6omotivc Services Page 24 u(' 24
7/11/22, 9:01 AM M&C Review
apps.cfwnet.org/council_packet/mc_review.asp?ID=30014&councildate=6/14/2022 1/3
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA
Create New From This M&C
DATE:6/14/2022 REFERENCE
NO.:
**M&C 22-
0461 LOG NAME:13P22-0082 LIGHT DUTY VEHICLE
SERVICES LSJ PMD
CODE:P TYPE:CONSENT PUBLIC
HEARING:NO
SUBJECT: (ALL) Authorize Non-Exclusive Purchase Agreements with Buck’s Wheel & Equipment
Co., A-Premier Automotive Services dba H&H Automotive Services, Inc., and Techmo
Investments, LLC. dba Midas Auto Service Experts for Light Duty Vehicle and Equipment
Services for the Property Management Department, for a Combined Annual Amount Up to
$669,010.00 during the Initial Term and in Each of Four, One-Year Renewal Options
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with Buck’s
Wheel & Equipment Co., A-Premier Automotive Services dba H&H Automotive Services, Inc., and
Techmo Investments, LLC. dba Midas Auto Service Experts for light duty vehicle and equipment
services for the Property Management department, for a combined annual amount up to
$669,010.00 during the initial term and in each of four, one-year renewal options.
DISCUSSION:
The Property Management Department (Fleet Division) approached the Purchasing Division to
finalize an annual agreement for light duty vehicle and equipment services. Vehicles and equipment
under one ton in gross vehicle weight are considered light duty vehicles. The City currently has 3,000
on road and 1,600 off-road vehicles requiring services and repair. Purchasing issued an Invitation to
Bid (ITB) that included detailed specifications describing performance expectations, types of vehicles
and certifications required to provide these services on an "as-needed” basis.
The bid was advertised in the Fort Worth Star-Telegram for four consecutive Wednesdays beginning
on March 2, 2022, through March 23, 2022. The City received three bids.
An evaluation panel consisting of representatives from the Property Management
Department reviewed and scored the submittals using the Best Value criteria. The individual scores
were averaged for each of the criteria and the final scores are listed in the following table:
Bidders Evaluation Factors
A.B.C.D.Total Score
Buck’s Wheel & Equipment Co.15 10.5 9.75 50 85
H&H Automotive Services, Inc 15 10.5 9 23 58
Techmo Investments, LLC 11 7.5 9 7 35
Best Value Criteria:
a. Contractor's qualification and certification
b. Availability of resources to perform services
c. Experience working with government/similar size
7/11/22, 9:01 AM M&C Review
apps.cfwnet.org/council_packet/mc_review.asp?ID=30014&councildate=6/14/2022 2/3
Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount
Fund Department
ID
Account Project
ID
Program Activity Budget
Year
Reference #
(Chartfield 2)
Amount
d. Cost of service
After evaluation, the panel concluded that Buck’s Wheel & Equipment Co., A-Premier Automotive
Services dba H&H Automotive Services, Inc., and Techmo Investments, LLC. dba Midas Auto Service
Experts presented the best value for the City. Therefore, the panel recommends that Council
authorize the light duty vehicle and equipment services agreement to Buck’s Wheel & Equipment Co.,
A-Premier Automotive Services dba H&H Automotive Services, Inc., and Techmo Investments, LLC.
dba Midas Auto Service Experts. No guarantee was made that a specific amount of services would
be purchased. Staff certifies that the recommended vendors bid meet specifications.
Funding is budgeted in the Fleet Service Outside Repair and Maintenance account of the PM Fleet
Parts and Fuel Inventory Department’s Fleet and Equipment Service Fund.
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 funds are available in the current operating budget, as
previously appropriated, in the Fleet & Equipment Serv Fund to support the approval of the above
recommendation and award of the agreements. Prior to any expenditure being incurred, the Property
Management has the responsibility to validate the availability of funds.
BQN\\
TO
FROM
Submitted for City Manager's Office by:Reginald Zeno (8517)
Dana Burghdoff (8018)
Originating Department Head:Anthony Rousseau (8338)
Steve Cooke (5134)
Additional Information Contact:Cynthia Garcia (8525)
Lakita Slack-Johnson (8314)
ATTACHMENTS
BUCKS SAMS.pdf (CFW Internal)
7/11/22, 9:01 AM M&C Review
apps.cfwnet.org/council_packet/mc_review.asp?ID=30014&councildate=6/14/2022 3/3
CFtW Ethics 05-2022.pdf (CFW Internal)
City of Fort Worth HB1295 Form for 22-0082 Extension_05202022.pdf (CFW Internal)
Form 1295 Certificate.pdf (CFW Internal)