HomeMy WebLinkAboutContract 57829City 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 Buck’s Wheel &
Equipment Co. (“Vendor” or “Contractor”), a Texas 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 – Vendor’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.
57829
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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 terms 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
annual 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 ad versely
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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: Darren Brawner
Buck’s Wheel & Equipment Co.
Attn: President
5101 N. Main Street
Fort Worth, TX 76179
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 act ion
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
of the United States or of any States; civil disturbances; other national or regional emergencies; or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, “Force Majeure Event”). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party’s performance, as soon as reasonably possible after the occurrence of the Force Majeure
Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, will not be deemed a part of this Agreement, and are not intended to define or limit the scope
of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A, B, and C.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes, be deemed an original, but all such counterparts will together consti tute
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 f rom 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 parties hereto ha,·e executed this Agreement in multiples.
CITY OF FORT WORTH:
By:
Name: Dana Burghdoff
Title: Assistant City Manager
Date:
AP PROV AL RECOMMENDED:
By:
Name: Steve Cooke
Title: Property Management Director
ATTEST:
By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
By:
Name:
Title:
Date:
Vendor Services Agreement
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and admi11istration of
this contract, including ensuring all perfotmancc and
reporting requirements.
By:
Name: Alan Shuror
Title: Asst. Property Management Director
APPROVED AS TO FORM AND LEGALITY:
By:
Name: Richard McCracken
Title: Senior Assistant City Attorney Sect. Chief
CONTRACT AUTHORIZATION: M&C: ----Form 1295:2022-888981 Page 10 of 13 22-0461Alan H. Shuror (Jul 11, 2022 12:04 CDT)
Alan H. Shuror
Steve Cooke (Jul 11, 2022 12:41 CDT)
Richard A. McCracken (Jul 11, 2022 14:37 CDT)
Dana Burghdoff (Jul 13, 2022 09:04 CDT)
Dana Burghdoff
Jannette S. Goodall (Jul 13, 2022 10:23 CDT)
Jannette S. Goodall
Vendor Services Agreement Page 12 of 24
Buck’s Wheel & Equipment Co.
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 Contractor 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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Buck’s Wheel & Equipment Co.
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
Vendor Services Agreement
Buck’s Wheel & Equipment Co. Page 14 of 24
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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Buck’s Wheel & Equipment Co. Page 15 of 24
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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Buck’s Wheel & Equipment Co. Page 16 of 24
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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Buck’s Wheel & Equipment Co. Page 17 of 24
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.
Vendor Services Agreement
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT B
PAYMENT SCHEDULE
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Buck’s Wheel & Equipment Co. Page 20 of 24
EXHIBIT B
PAYMENT SCHEDULE
Vendor Services Agreement
Buck’s Wheel & Equipment Co. Page 21 of 24
EXHIBIT B
PAYMENT SCHEDULE
Vendor Services Agreement
Buck’s Wheel & Equipment Co. Page 22 of 24
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
Buck’s Wheel & Equipment Co. 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)
FORT WOR7H
��'`�� COVER PAGE
, EventlD _ _ _ Page'
= cr�w�_-�z-ao�z i
:. — _
: Event Round Version
s� 1 '
Event Name '
; ITB LIGHT :�LI:Y ''vEHICLE AND EQUI,PMENT SERVSCES �'�,
_._...----._.._._.... ----- —�.
' Start Time Finish 7ime
cs/oz/:.�zz o�:oc:ao cs� a3;z4lzozz_is:.;a;_oo csT_
In�ifecf: PUBLIC EVENT DETAILS
5ubmit To: City of Fo�t Worth
�INANCIAL MANAGEMENT SERVECES
�INANCE - Purchasing
200 Texas 5t. (Lower Level, Sauth)
Fprt Worth TX 76102
kJnited States
Email: FMSPurchasingRasponses�a fortworthtexas.gov
�vent Description
The Gity of Fort Wor€h seeks bids to finalize an annual agreemeni far Light Duty Vehicle and Equipment
Services for the Property Management Department on an as needed basis.
Submission Requiremerrts and Deadlines
��te Cfty of Fort INorth seeks bids to finalize a� annual agreement for light duty vehicle and equipment
services for the Praperty Management �epartrrEeni on an as need basis.
All companieslind€viduals wishing to do business with the City of Fort War�h r�ust register as a Bidder pn the
People5aft Suppiier Pnrtal,
Please vis'�t https:llwww.fortwa�fhtexas.govldepartmentsffinancelpurchastnglregister for more information.
Ass�gned Buyer. LaKiEa Slack-Johnsor�
A pre-bid conference will be held at 10:30 AM, Thursday, March 10, 2022 via We6Ex.
Join from the rnesting lir�k: https:Nfortworthtaxas.webex.camlfortwarthtexaslj.php?�TID=m43cOQ2ce12af9e531�#�865b08cdb6d8d
Meeting num6er (access cade): 2559 £163 5584
Meeting password: SM�aJBdAU683
Mobile device �attendees only) +1-468-21�J-7158„25590635584## United $fates Toll (Dallas)
Video system or appllcation Dial 25590635584@fortworthtexas.webex.com
Bids are salicited for furnishing the merchandise, supplies, services and/or equipment as set for[h in this
solicitation. Completed Bids including one executed original a�id ane USB flash drive containing electronic
�ersions of all bid dacuments must be received in the Purchasing D€vision 6y 1:30 P.�N., fvlarch 24, 2022, and
the� publicly o�ened and read aloud at 2:00 P.M. tn the Council Chambers.
Bids must be submitted fr� a sealed envelope WfTN THE BI� NUMBER WRITTEfV ON THE OtJTSl�3E OF THE EI�VELOPE, acfdressed to
the Purchasirsg Manager. YOUR BID MUST BE REC�iV��] BY THE PURCHASING OFFICE ANQ TlNlE STAMPE� PRIOR TO THE 130
DEADLINE iN ORDER TO BE CflN51DERE17. Bids shall be mailed or hand delivered to the following address:
Ciiy of Fori Worth, Purchasing Di�ision, City Hall, 20fl Texas Stre�:t, Fort Worth, Texas 78102
Bids delivered !�y special covrier (i.e. Federal Express, Sp�cial Beiivery etc.) are to be marked on the
outside af the courier's shipping envelope"BICI No. 22-OQ82 Light D�tty Vehicle and Equipment Services" AND fUEJST BE RECEIVE�
BY THE PURCHA511�G OFFICE AND T€ME STAMPEC� PRIOR TO THE 1:30 DEADLINE 11�I ORQER TO B� CONSI�ERED.
�ate bfds will be returned or destroyed; they wiil not be op�ned nar considered ir� the evaluation of the bid. Bids may be withdrawn af any
time prior to the offciai opening. Bids may not be alt�red, amended or withdrawn after the official
opening. �FE�e und�rsigned agrees, i# the bid is accepted, io furnfsh any and aEl items upon which prices are offered, at the prfce(s}
artd upon the terms, conditsons and scopelspecificatians contais�ed in this document. Th� period for acceptance
af this bid will be t20 calEndar days afier the bid opening date.
Cover Page
Bid S�bmission 5ignature Page"`
Bid Solicitation""
Part 1 Instructions
ParE 2 Scape of Services/Specifications
Atiachment A- Conflict af Interest D€sckasure f2equirement""`
Attachment B- Cor�sideration of Lacatian of Bidder's Principal Place a€ Business"(i€ applicabie)
Atiachrnent C- Bidder's Contact Inforrnation`*
Attachment D- Bidder's Qualification Questionnaire*"
Attachment E- Draft Services Agreement, attached as a separate document
" REquired to be completed and submitted. See Section 14.b, Part � for al1 required documents that need to be submitted. Failure to submit
all items will be grounds for rejection of a bid as rton-responsive ta specifications.
�ORT WDRTH
�`''~ BID SUBMISSI4N SlGNATURE PAGE
' Eventlp
c��wo,�-2�-oaaz
_ --- _-
_ ----.. ......—._...
Event Round Vetsian
„- 1
', Evenf Name -- - --- -
�'�,ITB LiGHT BIFTY VEHICL,E_AND_EQU_IpMENT SERVI�£S
' -- —
_ _ _ ..----- ---
tart Time Finish Time
j,.(73/02��2022 07:Ofl:00_CST C3;'r.4%2022 13:30:0❑ CST
Page
z
lnrrited: PUBLIC EVENT DETAiLS
Submit To: City of Fo�t Worth
FINANCIAL MANAG�IVIEN� SERVICES
FINANCE - Purchasing
240 Texas St. (Lower Level, South}
Fort Worth TK 781�2
United Siates
Emaif: FMSPurchasingftesponses@foriworthtexas.gav
�he undersigned, �y hislher signature, represents that helshe is submitting a binding offer and is authorized
to bind the respandent to fuily compfy with the splicitatio� docurnent contained herein. The Respondent, by
subrniiting and signing below, acknowledges that he/sl�e has received and read the entire document packet
sections defined above inclucling all documents incorporated by reference, and agrees to be bound by the terms
therein.
� � �
Company Name:
Company Address: �
City, State, Z€p:
Vencfor Registration iVo.
Printed me of fficer or Author€zed Representative� (j„�`
Tit€e: � .�
Signature of Offcer r Authorized Representative:
Date:
Email Address:
Phone Num6er:
Federal ID (FIDj Number:
WiN agreement be avaiiable for Cooperativa Agreement use? Yes No (See 5ection 22, Pari 1)
IT8 22-0682 Lighty Duty Vehicle and Equipment Services
Page 2 of 36
FoR�r�.
BID SQLiCfTATION
' EventlD _
craol-zz-��o�r�
--�—.-. .....—....
; Event Rou�d Version
i1 i
j EvenE Name — - -
�''�� IT� I,IGHT' DC7T'y VEHICLE FiN➢ EQLiIPMENT S6RVICES
- --- ----._.. - -_.
: S#art Time Finish Time
; 03/02f2D22 07:Op_:4Q C$T __03;�4/7.�22 13:30:00 CST
__
Page Invited: PU8L1C EVENi DETAfLS
Subrnit To: Ciry of Fort Worfh
, FINANCIA� MANAGEMENT SERVICES
' FINANCE - Purchasing
__ , 20d Texas St. (Lower Level, South�
Fort Worth TX 76102
United States
�rnail: �MSPurchasingF2esponses@fortworthtexas.gov
Line: 1
�escription: Qty Unit UnitPrice TotaE
€]iagnosficlEvalualion Fee 2000-00 EA — - - - — - - — -
�_�!'� ;
�9ne: 2
17escriptivn: Qty Unit UnftPrice Total
_ _ _ _ -- ,,. _
Shop Hourly Rate, Mor�-Fri 7am-9:30pm 6000.OD HR
___ _
�ll�;�� : � [a�0, �O�.b�
Line: 3
Description: Q!Y ... .... Unit__ _ UnitPrice Total
__ _ .
Hourly �ield Rate, Mon-Fri 7am-9:30pm 2000A0 Hh
� �� —..
Line: 4
description: Qty _if�it UnitPrice Tatal
_....
Shop Hourly Labor Rate, AFter Hours, 1475.{30 HR
o i ays, eekends
� ��- '
t�ne: 5
Description: Qty Unit UnitPrice Totel
Field Hourly Labar Rate, After Hours, 1475,00 HR �
olidays, Weeken�s � f � .
__,
�
Line: 6
Descripfion; Qty Unit LlnikF'riCe Total
Texas StatelFederal fnspeCtkon Fee 3600.00 EA
_- - - . .. .. ._._.. - -
' ' ���---
Line: 7
Description: Qty . Unit UnitPrice Total
Vehicle ReconditianinglRefurbishing ServEces 400.00J HR
, _ __;
Non-Warrar�ty Hourly Labor Rate '
� '�" J
Li�e: 8
Description; .._ QEy _ __ Unit UnitPrice Total
_ __
_ --��...,._...
wnGti�.,a, wax�nc�, P�i�Gti�„�, �e��,.-,�„ r.�.,.-.n;r�. znan.nn r-n
Dlsinfscting, etc. F1at Rate Fee . f�� 'i
�r ,
w� _- �
lTB 22-p082 Lighty auty Vehic3e and Equipment Services
Page 3 of 30
FORT WORTH
-�� B�D S�LICITATION
Eyent�a
Page
�:taoi-i2-oosz �
. � ....—... -
; Event Round Version
1 i '
Event tVame - - --
''�� ITH LIGHT DUTY VEI-fiCLE__AND EQL3IPMENT SFRVICES
',� Start Time - -- - Finish Time _ _ __ . .
�; 3/02,�i621 07:11:,:�JO CGT G3; 24/2022 73:30:C0 C5='
Line: 9
oescriptiar�;.
Drivetrain and Transmission Repairs
Drivetrain (Giutch Assembly, Flywheel, etc)
Non-Warranty hourly labor raie
Line: 10
Description:
Transrr�ission (Main, Transfer Case, Chairo and
Fina4 Drives} Non-Warranty hourly labor rate
Qty. Clnit
2Q0.00 HR
fnvited: PUBLIC EVENT DETAiLS
5ubmit To: City of Fort Worth
�INANCl/aL MANAGEMENT SERViCES
FINANCE - i'urchasing
200 Texas St. (Lower Levei, South�
Fort War€h TX 761D2
United States
Ernail: FMSPurchasingResportses@fnrtworthtexas.gov
linitPrice
__ _Qty _ ilnit Un9tPrice
_ _ __
50pA0 HR
Line: 11
Qescription: Qty Unit UnitPrice
_
Engine Repairs! Engine Analysis Nan-Warranty 100p.0� FiR
hourly ia3�or rate
Line: 12
Description; Qty Unit �nitPrice
Electrical {AlternatorlGenerator, Battary, iODp.p� HR
Ignition, Lights, etc} Non-Warranty hourly
labar rate
Line: 13
[3escription: c�ty
Power Plant (Engine, Belts, H�ads, In#ake, 1000.00
Rebuilding, etc.) Non-Warranty houtly iabor
rate
Line: 14
Description: _ (�ty
Exhaust and Ernissions Repairs fo include DPF 900.00
and SCFt Cleaning - Exhaust System Maintenance
and F2epair Non-Warranfy hourly labor rate
Line; 15
Description: aty
Fuel System Maintenance and Rapair soa.a�
Nor�-Warranfy �ourEy labor rale
UR'rE
HR
Unit
NR
Unit
HR
Line: i 6
DescriptEan: Qty_____ _____ lJnit
General Veh'�cle F2epair (Spring, Misc.l
Automobiie and Other Passenger Vehicles 80Q.00 H�
Maintenance (NoY O#herwlse Classified}
Non-Warranty hourly fabor rate
llnitPrice
11nitPrice _
E1nitPrice
UrritPrice
.���5�'��.7
Total
_.
U'� ..�... .
Total _ -- -
� i� � — '
Totat .__...._
��� �
Total
YY� �
Totat
� _
�V �
Total
�� ��-- -
Totai
!�b�. ��
Tota!
'� � �!! �7
ITB 22-0082 Lighty �uty Vehicle and Equipment Services
Page 4 of 30
FaRT wo��rH
�- BID SOLICITATION
' EventlD pag�
cr�:a:;��-�z-oos2
:__ ---� .—._. �,
Eveni Raund Version
i 1
j Event Name
IT� LIGHT DUTY VEi-FICLE AND EQUIPM$1V'I' SERVICES '
. . ... _ ..- - ------ �
f 5tart Time Finish Fime -- ---- —_
'_03/02/2D21. 07:_06 00 CST 03;2�1/2022 13:30:Q0 CST
Lir�e: 17
Description.:
QtY......... Unit
Glass Replacerrzenl to include Windshield and 600.00 HR
Door Glass, Hourly Labor Rate
Line: 18
Descriptiott: _ Qty __ Uttit
Customizi�g Services, Vehicle (including 2000.OD HR
Armoring of Vehicles, Handicapped and'Jan
Cqnversians, etc) �#or�-Warranty hourly la�or
Line: �9
De5cription: t�ty Unit
Geriera[ Maintenance and F2epair, Vehrcle (Not 2000.00 HR
Oihervuise Classified) io include Oif Changes,
Lubncatfon, etc., Hourly Labor Raie
Line: 20
Description ._.._ Qk Unit
Aufomotive Machine Shop Serv€ces Nan-Warranty 20fl0.00 HR
Flourly Labar Rate
Line: 21
�escriptipn:
Truck and Van Maintenance and Repair (Not
Qtherwisa Classifed) Nan-Warranty, Hourfy
Labor Rate
Line: 22
Description:
Temperature Repair-AlC. Heater, Radiator,
Ventilation, etc. CooEing, Heating, and
Ventilating System (A/C 5ystern, Hoses, Water
Pump, Radiator, Heater & Accessories,
Ventilas9on, etc) Hourly Labor Rate
Line: 23
Description:
Windovd Tinting flat rate fee
qty iJnit
400.00 HR
Qty Unit
700.00 HR
Qty EJnit
150fl.00 EA
Line: 24
descriptian: 4ty Unit
Vehicle Radio, Spea#cers, Maintenance and 1000.0(3 HR
Repair, including specialty 8� Off-Road
Eryui�mPM HrnirlV l.ahnr Rata
I�vited: PUBLIC EVENT DETAIL5
5ubmii To: City of Fort Worth
FINANCIAL MANAGEMENi" SERVICES
FINANCE - Purchasing
20D Texas St. (Lower Level, South)
For# Worth TX 761(32
United States
Email: FMSPurchasir�gResponses@fortworthtexas.gav
�EnitPrice
UnitPrice
UnitPrice
Fp;al
' � ... .. . , _ '
____ Fotal
- _
� � _ �
�__.... Tota!
y � ��
UnitPrice Total
_ __ _
� ��
UnitPrice
� ��5.4(�
UnitPrice
�.����
Total
��� �oaa�
Tota!
�.�,�oo, 4�
UnilPrice Total
___ _
; � 1� ,
UnitPrice Total
' _ ....---- . L T_I �l . U}- -- ;
il
1T6 22-0082 Lighty Duty Vehide and Eguipment Services
Page 5 af 30
Fo�T Wo��rr�
-�'~� BID S�LIC�TATION
', Event 1D _ page
'c�wcz-zz-oois 6
-.._ —...
'. Event Round Version
1 1
� Event Name
; IT3 LTGHT �UTY VEHIC&E AN� EQUIPMENT SERVICES .
' Start Time Finish Time
. ;�3/2/2621 07:OO:CO �ST. . . 43; 74/';)2<„13:30:Cd CST__ . _... �,
[.ine: 25
�escriptipn: Qty Uni2
Retro(itting Vehicles lo Reduce Emissions & 5D13.6D EA
Improv� AEr 4uality t7al rate fee
Line: 26
Qescription: Qky
Wheel, Alignment, Suspension, Rear End, Etc. Repair
Alignmeni end Wheel Balancing 700.00
(Inciuding Fronl-En[i Repair) flai rate fee
(Up to 3/4 ton} Wheel, AI€gnment, Susp2nsion, Rear
End, Eic. Repair Alignmerrt and Wheel Balancing
(lncluding Froni-Ead
l.ine: 27
Unit
EA
Invited: PUBi.IC EVENT DETAELS
Submit To: City of Fart Worth
FINANCIAL MANACEMEN'f SERVICES
FlNANCE - Purchasing
200 Texas Si. (Lawer Level, So�th}
Fort Worth iX 76102
United States
Email: FMSPurchasingResponses@fortworthtexas.gov
iJnitPrice
UnitPrice .
�t � 15.0(�
Tota)
I � ��. '
7otal
� �, °�� 04
Description:.. .. Qty Unit
Suspension (Ax�es, 5prings, S#eering, etc) 1200A(� EA
Flat rate iee
Line: 28
€}escription:
Wheel Balancing Flat Fee Rate
Line: 29
description:
Wheel Nlainter�ence and Repair Hourly Lahor
Rate
Line: 30
€3escriptian:
PaRs- Cost Plus f+} percent of
'Manufacturers List rice' (Apply Mark Up
Perceniage Bid ia $1,000 to Obtain Correct
Sum. Example 1D00 X 10°%- �00; 1{300+100=
1.100}
Qty llnit
1200.C}0 EA
Qty linit
1200.dI� HR
Qty Unit
10E3fl.00 EA
ilnitPrice
���5,�
___Total_ _ _
� �1+`-/� �YVE'VKI
UnitPrice Total
3�.�� ��a��o.�
UnitPrice Total
_ ',L _f '�
UnitPrice To#al
-- -_
aao �� l
Tatal Bid Amount: � �' � �� ��' �
SubContracting, Cost
PEus (+)
A hiri c�f "n" i��ro) will he interpreted hy the City as a nn-rhar,rye (free) item and thr.
City will no1 expect to pay for that item. A bid of "no bid"or no response {space left
blank) will be inierpreted by ihe City that the Offer or does nat wish to bid vn thai
item. Be advised, a"no bid" or no response may be considered as non-responsive
and may result in disqualification af the bid.
ITB 22-0082 Lighty �ury Vehic€e and Equipment Services
Page 6 of 3�
PART - 1
INSTRLfCT101VS
1.0 S�LICITAiION
1.1 Re�iew of Documents: Bidders are expectec� to examine all dacuments that make up the
Solicitation as wel! as any addendums. Bidders shall prorr�ptly notify the City of any omission,
ambiguiiy, inconsistency ar error ti�at t#�ey may disco�er upon examination of the Solicitation by
the deadfine for questions iisted in Section 2.0, Part 2. The City assumes no responsibility for
any �rrors or misrepresentations tha# result from Bidders nat using the completed Sol€citation
document and addendums.
1.2 Location of Docu�nents: Solicitations are issued by the Purchasing Division. TF�e location for
the Purchasing Division are specified in the advertisemen# and on the first page of the solicitation.
2.0 EXPLANATIONS, CLARIFICATIONS OR QUESTIQNS
2.i Any explanation, clarification, or question desired by a Bidder regarding ar�y part of the
Solicitation must be requesied in writing fram the Purchasing Division by the question deadiine
listed in Section 2.0, Part 2, so that a written addendum can be posted before ihe submission
deadiine. Interpretations, corrections, or changes #o ihe Soiicitation made in any other manner
are not binding uppn the City, and Bidders shall not rely uport such in#erpretaiions, correctfons or
changes. Oral explanatior�s or instruct'sons gi�en before the award of khe Contract are not binding,
22 IN ORDER �OR QUES�IONS TO BE ANSWERED, ALL QIJESTIONS MUST SE HAiVD
DELIVERED OR SENT BY �-MAIL BEFDRE THE QUESilON DEADLINE AiV� MUS7 BE
IDENTIFIED AS FOLLOWS:
2.2.9 All explana#ion, clsrification or questions must clearEy idar�tify the buyer's name anc4 the
bid number on the document or on the subject line, if sent by and email. For exampie:
"Attention: Buyer name and Bid No. XX-XXX". If the b�yer's name and bid number is
not included as specifi�cf abo�e, the questian{s) will NOT be answered.
2.2.2 Delivery of questions by:
2.2.2.1 Hand Delivery — F'ort Worth City HaN, Purchasing Division, Lower �.e�el, 200
�exas Street, Fort Worth Texas, 76102.
2.2.2.2 Via Email — FMSPurchasingRespanses(a7fortworthtexas.qo�
22.2.2.'f Please note, if an e-maii confirming receipt of your e-mail is not
received within �(one) business day, please contact the City of Fart
Worth Purchasing at 817-392-2462.
2.3 Interpretations, corrections, or changes #o the Solicitation made in any oEher manner are not
binding upon the City, and Bidders shall not rely upon sueh interpretatians, correcfions or
char�ges. Oral expfanations or instrucfions given before the award of the Contract are nat
binding.
z.4 Rny rnaterfal ir�formatfon ylver� 1� �ne f3iUUer c�nc;ernlny a SUIlcitali�n will Ue furnlsliec7 Uy an
Addendum postec4 on the Ci#y's website under the corresponding bid nurnber.
3.0 UNAUTHORkZED COMMUNICAiIONS — Bidders' contact regarding this Ir�vitation to Bid (ITB) with
emplayees or officials of the City other than the Purchasing Manager, the Business Equity Division, or as
otherwise sndicated in the ITB is prohibited and may result in disqualification frorn this procurement
process. No o#Ficer, empioyee, agent or representative of the Respondent shail have any contact or
ITB 22-0082 LFghty Duty Vehicle and Equipment S�rvices
Page 7 of 3Q
discussion, vsrbal or written, with any merr�bers of the City Council, City staff or City's consuliants, or
directly o�' indirecfiy through athers, seek to influence any City Council merrEber, City siaff, pr City's
consultants regarding any matters pertaining to #his solicitation, except as herein provid�d. Any violation
of this prohibition may result in the Respondent being disqualified frQm the procuremeni pracess. Any
oral communications are considered unaffcial and nonWbinding with regard to this ITB.
4.0 PREBfD CONFERENCE — A pre-bid conference and site visit wil! be held at 10;30 AM, Thursday, March
10, 2022 �ia Webex. Failure to attend the pre-bid conference will impact a potential Vendor's ability to
submit a fully informed and competitive bid response, �o jain #he Pre-bid Via Web�x, please see Cover
Page for details.
5.0 �REPARATION O� BIDS
5.1 Each Bidder must furnish all infarmatior� r�quired by #he Solicitation in order to be evaivated.
Prices or Percent Marku s subrr�itted on ather t�an the forms inclucled in the Solicitation
shall be considered non-res onsive. �-
5.2 Any attempt to after the warding in the SoiiciEation 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 pre�ip�s usage
and do not indicate in#ent to purchase or a guarantee of future business. The City of Fort Worth is
obfigated to pay far anly those materials and services actually ordered by an authorized City employee
and ihen received as required and accepted by the Gity.
7.0 TAXES - Purchases of Goods ar 5ervices for City use are usually exempf from City, State, and most
Fedaral Taxes. Bids may not include exempted taxes. The successful 8idder should reques# a Tax
Exemption Ce�tificate from the Purchas�ng Division. Under no circurrEstances shall the City be iiable to
pay taxes for which the Ciry has an exemption under any Contract.
8.0 DEFINITIONS
8.1 Brand Name or Equal: If the Soficitation indicates brand narr�e or "equal" products are
acceptable, the Bidder may offer an "equal" produc# and must be prepared to demonstrate those
feature5 that render it equal. Final deterrnination of a produc# as "equai" remains with the City.
8.2 i]elivery Time: Qelivery iime, if staied as a n�mber of days, will be basecf on calendar days.
Time is of the �ssence in any City purchase. if the indica#ed date cannot be met or the date is
not indicated, the Bidder shall ste#e its best delivery time.
8.3 Free nn Boarc! (FOB) Point: Freight Terms shall be FOB Destination, Freight Prepaid and
Ailowed. This means the Vendor or Shipper owns goods in transit and is liable for clelivery to the
point pf destinatian.
8.3.1 The Venrior or Shipper is responsible for filir�g any claims with the deli�ering carrier for
breakage or o#her loss and for any damage resuliing from transportation.
8.3.2 The Bidder st�ould quote its lowest and best price, with the gaods deli�ered to the place
specifiiad, at the Bidder's expense and risk, and their tender delivery #o ihe City.
8.3.3 Bids offerinq anv other delivery terms are not acceotable and mav 6e cause for reiection.
9.Q P}ZICESJPERCENTAGE MARKUP
9.1 Bid prices and percentage markup (if applicable) shall be firrn offers unless otherwise speci�ed.
Pr3cing and percenfage markup (if applicable) shall be entered on the Bid Offer Sheei.
9.2 In the event of a discrepancy between unit price and extended price, #he unit price shall govern.
li8 22-0082 Lighty Dury Vehicle and Equipment 5ervicss
Page 8 of 30
9.3 Prices shall be offered in the Dollars of the United States af America {or decimal fractions
thereof).
10.Q SIGNATURE - The Bidder rr�ust provide a wet signature on each dac�ament in #he Solici#ation requiring a
signature. Any chang� made to the Bid must be initialed by the Bidcfer.
19.0 PROPRI�TARY INFORMATiON SUBMITTED IN THE BiD
11.1 All material submifted to the City becor�es public property and is subject to the 7exas �pen
Records Act upor� receipt.
19 .1.1 lf a Bidder does not desire proprietary infiormation in the bicf io be disclosed, each page
must be identified and marked proprietary at time of subrni#faf. The City will, to the extent
allowed !�y law, endea�or to protect such inforrrtation frorn disclasure. !f a Public
Inforrr�ation Request is made for Bidder's proprietary information, #he Bidder will be
natified so tha# they can submi# a letter to the Texas Attorney General. The final decisipn
as to information #hat must be disclosed lies with the Texas Attorney General.
11.1.2 Faiiure to iclentify proprietary inforrr�ation wili result in all unmarked sections being
deemed non-proprietary and available upon p�blic request.
12.0 BID PREPARATION COSTS - Ail costs associated with preparing a Bid in response Ea a 5olicitatian shal!
be borne by the Bidder.
13.� PAYMENTS
13. i All payment terms shall be "Net 30 Days" from the date t�e City receives a correct invoice.
13.2 Successfuf bidders are encouraged to register for diree# deposit payments priar to providing
goods andlor services using the forms posted on the City's websife at
https:llwww.fortworthtexas. govldepartmentsffi nancelpurchasinqlach
14.0 SUBM(SSION OF BIDS
14.1 Bid documents: Unless otherwise specified, Bidders are required fo subrnit a signed
executed original and one 5canned copy of the e�tire bid submiital on a flash drive. 8ids
must be submitted in a sealed envelope wit� the bid number wri#ten on the outside oi the
envelope. A cornpieted and signed original Bid Submi55ion Signature page;
14.2 Documen#s required to be su6mitted with Bid: Bidders sha!! submit ail the items listed below
and utilize the format below to submit #heir bid prror to the bid subrnission deadline. A compfetecf
Bid Solicitation.
14.2.1 A completed and signed Bid Solicitation:
14.22 Signed Addendum(s) acknowledging receipt.
14.2.3 All items listed in Section 5.0, Bidders Requirements; Part 2
142.4 A compfeted and signed origittal Canffict of interest Q�estionnaire, Attac�ment A;
74.2.5 A corr�pleted Gonsideratfo� of Lacatfon of Bid�er's Pnncfpal PlaCe ofi Business,
Atfachment B, if appiicable;
14.2.6 A campleted Bicfder's Contact Information Form, Attachment C;
14.2.7 A completed Bidder's Qualification Questionnaire, Attachment D;
ITB 22-Q082 Lfghty Duty Vehide and Equipment Services
Page 9 of 3a
14.2.8 Documentation and ceriifications necessary to perform worlc on City vehicles and
equipment. Thrs incl€�des aii certificatio�s, such as the IVational Institute for Automotive
Service Excellence (ASE} ar Manufacturer required training, which qualifies the �endor to
perForm said work.
�4.2.9 List of materiafs, #ools and equipment necessary to per#orm repairs ta ciEy ve�icles and
equipment.
14.2.�� Scanned copy of all documents listed in paragraph 142 in ffash drive.
1�.2.11 Qocumentation showing cornpany has been in the market place far a minimum of two
years (i.e. Secretary of State).
14.3 Bidder shall provide a minimum of three (3} references frorn projecis simifar in nature, size and
scope compieted or undertake in the past three years. Let#ers shall include the following items.
14.3.1 Company latterheatl, including contact information.
14.32 Numb�r of years working with Firm.
14.3.3 Brief explanatio� of customer's satisfaction and recommenda#ion of �irm. Please }�ro�ide
a rating of 1-5. One (1) being unlikely to recommend and unsatisfied, and five (5) being
high�ly satisfied and highEy recommended.
14.3.4 Brief explanation on likeliness to work with �irm again. One (1) being unlikely to continue
to use Firrr-� and �i�� {5) highiy likely to use Firm again.
94.4 Any other documenf included in the Soiicitation requiring completion or execution by the Bidder.
14.5 Failure to submit all the items listed in 5ection 142, Part 1 will be grounds for rejection of a bid as
nor�-respansive to the specifications,.
15.0 LATE BII]S
�5.1 Bids rr�ust be received in the P�rchasing Division prior #o the bid submission deadline. All Bids
received after tha st�bmission deadline are considered late and will be returned to the Bidder
�nopened.
152 Purchasing's time stamp c�ock is the afficial time o# record. However, if the time stamp is not
available or broken, the date and time written on the brd receipt by Purchasing staff shall be the
time af record.
15.3 It is the sole responsibility of the Bidder to ensure timefy delivery of the Btd to the Purchasing
Division. Th� City will not be responsible for failtare of service an the part of the i1.S. Postal
Office, courier campanies, or any c�ther form of delivery ser�ice chosen by the Bidder to deli�er
before the bid due date and time.
15.4 Bids deli�ered to a City location other than the Purchasing Division will not be considered. The
Bid rnust be recei�ed by the Purchasing Division and s#arrtpeci before deadline to be considered.
16.0 MODIFlCATION OR WfTHDRAWAL OF BIDS
16.1 Modification of Bids: Bids may be modified in writing at any time prior to the bid subr�ission
deadline.
16.2 Withdrawal af Bids: Bids may be withdrawn ir� writing, or by facsi�ile {pro�ided that the
facsirr�ile is signed by the Bidder) at any time prior tq the bid submission deadline. A Bid may
also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the bid
ITB 22-OQ82 Lighty �uty Vehicle and Equipment Services
Page iD of 36
subrr►ission deadline, A receipt o# withdrawai must be signed by the Bidder. �Jo Bids may be
withdrawn after the bid submission deadfine withau# forFeiture of the Bid guarantee, unless there
is a material error in the Bid. Withtlrawn Bids may be rest�brr►i#ted, with or without modifications,
prior to the bid subrnission deadline. The City may require proof of agency from the person
withdrawing a bid.
17.0 OPENING OF 81DS
The Purchasing Di�ision representati�e responsible for opening 8ids shafl personally and publicly open
all Bids timely received, reading each bid aloud.
18.0 EVALEJATION FACTORS AND AWARI7
�8.1 Evalua#ion: Bidders rr�ay furnish pricing for afl or any portion of the 5olicitaiion (unless o#herwise
specified}. Howe�er, the City may evaivate and award ihe Contract for any item ar group of items
shown on the 5olicitation, or any combination d�emed most advantageous to the City. Bids that
specify an "all or none" award may be cor�sidered if a single award is advantageous.
18.2 Award. The Method of Award is detailed irt Section 4, Part 2. (No#e: A Bidcier that does not earn
at least 50°/o of the technical points wiil be deem "non-responsive" and will noi be awarded a
contract. )
18.3 Acceptance and Award o# Bid: Acceptance and award of a Bid wil! be in the form of a Purchas�
Order or a Contract. Subsequent Purchase Orders may be issued as appropriate. The contents
of a Bid Response shali became a part of the Contract. Under na circumstances wilf the City b�
responsible for Goods or Services pravided without a Purchase Order issued by the City.
1 S.0 RESERVATIONS - The City expressly reserves the right to:
19.1 Specify approxima#e quantities in the Soiicitation;
19.2 Extend the Solicitation opening date and time;
19.3 ConSider and accept afternate Bids, if specified in the Solicitation, when mosi advantageous to
khe City;
19.4 Waive as an informality, minor deviations from specifications pro�ided they do not af#ect
competition or result in functionaliy unaccepfable goads or services;
� 9.5 Wai�e any minor informality in any Bid or SoAcitation praceciure (a minor in#ormality is ane that
do�s not affect the campetiiive�ess of the Bidder};
19.6 Add additional terms or modify existing terms in the Solicitation before the bid submission
deadiir�e;
19.7 Reject a bid because of unbalanced unit prices bid;
19.8 Reject or cancel any or aii Bicls;
19.9 Reissue a Soficitation;
19.1Q Procura any item by other means; andbr
19.11 Award to multiple vendors on a non-exclusive award basis, or �rimary and secondary vendors.
ITB 22-0082 Lighty Duty Vehide and Equipment Services
Page 11 of 30
20.0 P05T-BID DOCUMENT'S REQUIREQ FROM BIDDERS
20.1 Certifcates of Insurance: When ir�surance is required, the successfu! Bidder must provide
Certificates of Insurance irt the a�nounts and for the coverages required to the Purc�asing Office
wiEhin 14 calendar days af#er r�o#ification of award, ar as otherwise required by the Solicitation.
20.2 Business Eq�ity Division Documents: If a Busin�ss Equity goal has been estabfished for the
bid, the appficable documents must be submitted by all bidders wishing #o continue in the bid
evaluation process withir� two (2) City business days afEer the bid opening date, exelusi�e of the
bid opening date, to the City locaiion specified in fhe bid. Bidders shall obtain a receipt fram the
appropriate department as evidence that the City received the documentation.
20.3 Certificate of Interested Parties Form 1295: If #he Purchase Agreement rnus# be approved by
the City Council before execution, the successful bidder is req�ired to complete the Certificate of
Interested Parties Form 1295 and submit the form to the Purchasing contact lis#ed in the
solicitation before the purchase/contract wil) be presented to the City Cauncil. The farm rrtay be
completed at htt s:/lwww.ethics.state.tx.uslwhaisnewlelf info forrn1295.htm.
21.0 PROTEST PROCEDURE
21.1 Vendors who respond to Invitations to Bid have the righi to �rotes# 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 protes# in writi�g to the Purchasing Manager withir� 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 auihorized to resolve a protest concerning a purchasing
action through telephone discussior�s, mail, e-mail or in p�rson rrieetings with the protesting
Vendor.
21.4 After discussions or meetings, the Purchasing Manager or desig�ee will issue a decision in
writing, sEate the reasons for tF�e action taken and inform the prote5ting Vendor of the right to
re�iew by a panel made up of City staff.
21.5 A City protest review panei will consis# of an Assistank City A#torney, a representative of the
operaling departmenf, the Purchasing Manager anr€ any other appropriate personnel or
employees of the operating department.
21.6 If the panel is unable to resolve the protes#, or if #he panel maices a decision with which the
Vendor does nat agree, t�e protesting Vendor wiil be invited to attend ihe City Council rneeting at
which the recommended award is to be presented #o the City Council anc! make known hislher
concems. The protesting Vendor will be insiructed to arri�e prior to the sta�t of the City Councif
mee#ing and complete a card requesting to speak co�cerning the particular Mayor and Council
Communication document (MS�C) in question.
21.6.1 Vendars wishing to speak before the City Counci! should review the rufes for registering
to appear before City Council located at:
http:llfortworth#exas.qovlcitysecretarylinfoldefault.aspx?id=2914 on the Cfty's website.
22.0 COOPERATIVE PllRCHASING
22.1 5hould other governmental entities decide to participate in this can#ract, Bidder, shall indicate in
their proposals whether they agree that all terms, conditions, specificatian, and pricing would
appiy.
22.2 If the success€ul Bidder agrees to extend the resuEting confraci to other governmental entities, the
following shall apply: Ga�ernrr�ental entities with�in utilizing Contracts with the City of Fort Worth
shall be eligible, but not obligated, to purchase materiailservices under this cantract(s) awarded
ITB 22-QO$2 Lighty Quty Vehfcle and Equipment Services
Page 12 of 30
as a result of this solicitation. A[l purchases by go�ernrnental eniities 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 respons€ble far another governrnental entity's debts. Each
governmental enti#y shall order iis own rr►ateriallservices as needed.
23.0 RIGHT i0 �NVENTiONS MADE UlVDER A CONTRAGT OR AGREEM�NT
If the Federal award meets the definitian of "funding eCFR — Cade of Federal Regulaiions agreement"
under 37 CFR §401.2 (a) and the recipient or sub recipient wishes to enter into a contrac# with a small
business firm or nonprofit organization regarding the substitution of parties, assignment or pe�Forrnance of
experimental, developmental, or research work under tha# "€unding agreement," the reci�ient or sub
recipient must compEy with the requirements of 37 CFR Part 401, "Rights #o lnventions Made by lVonprofit
�rganizations and Small Business Firms Under Governm�nt Granis, Contracts and Cooperative
Agresrnents," and any impler�enting reg�lations issued E�y the awarding agency.
24.0 DEF3ARMENT AND SUSF'ENSiOlV
Per Executive Orders i25�49 and 126$9, a contract award (5ee 2 CFR i80.220) shall not be made #o
parties listed an the govemment-wide exclusions ir� fhe System for Award Managerr�ent (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 19$9 Corr�p., p. 235), "pebarrr�enE and Suspension." 5AM
Exclusions cantains the names of pariies debarred, suspended, or otherwise exduded by ager�cies, as
well as par#ies declared ineligible under statutory or regulatory authority other than Executive Order
12 549.
25.Q C�EAN A!R ACT AND FEDERAL WATER POLLUTlON CONTROL ACT
Vendor shall comply with all applicabie standarcls, orders or regulatio�s issued pursuan# ta tha Clean Air
Act (42 U.S.C. 7401-7671q} and the Federal Water Pol[ution Cantrol Act as amersded (33 U.S.C. 1251-
1387). Vialations must be reported to the Federal awarding agency and the Regianal Office of the
En�iror�mer�tai Protection Agency (EPA).
26.Q BYRD ANTI-LOBBYING AM�N�MENT f31 U.S.C. 1352)
Vendor shall comply wi#h all applicable standards, orders or regulations issued pursuant to the Clean Air
Aci (42 U.S.C. 7401-7671q) and the Federaf Water Pollution Control Act as amended {33 U.S.C. 1251-
1387). Violations must be reported to the Federal awarding agency and the Ragional OfFice of the
Environmental ProEection Agency (EPA).
26.1 Firms that apply or bid for an award exceeding $10�,000.00 must file the required certification.
Each tier certifies to the tier abo�e that it wifl not and has nat used Federa! apprapriated funds to
pay any persan or arganization far influencing or attempting to influence an officer or employee of
any agency, a member of Cangress, officer or employee of Congress, ar an employee of a
member of Congress in cor�nection with obtaining any Federal contract, grant or any other award
covered by 31 U.S.C. 1352. Each tier rr�ust also disclose any lobbying with non-Federal funds
tha# takes piace in connection with obtaining any Federa6 award. Such disclQsures are forwarded
frorn tier to tier up to the non-Federal award.
2fi.2 Bidders shali pro�ide proflf of Byrd Anti-Lobbying Amendment certification filings with th�ir bid, if
the bid exceeds $1DO,OOQ.00.
27.0 PRQHSITIQN ON BOYCOTTIIVG EIYERGl' G01111PRfVl�5
Vendor acknowledges that in accordance with Chapter 2274 of the Texas Go�err�ment Code, as addec[
by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the Ciry is prohibited from entering into a contract for goods or
services tha# has a �alue of $100,000 or more that is to be paid wholly or partly from public funds of the
City with a company with 10 ar more full-time empfnyees unless the contrac# cor�tains a written verification
from the co►npany that i#: (�) does not i�oycott energy companies; and (2) will not boyco#t energy
cornpanies during fhe terrri of the contract. The #erms "boycott energy corr�pany" and "company" have
ITB 22-(3082 Lighty Dufy Vehicle and Equiprnent Services
Page 43 of 34
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 #he Gove�'nment Code is
applicable to this Agreement, by sig�ing this Agreement, Vendor ceriifies that Vendor's signature
provides written verification ta the City ihat Vendor: (1) does not boycott energy companies; and (2) will
nn# boycott energy companies durir�g #he terrr� of this Agreement.
28.0 PROHBITIQN ON DISCRiMINATION AGAINST FIREARM AND AMMUNITION 1NDUS7RIE5
Vendar acknowfedges that except as otherwise provided by Chap#er 2274 of the Texas Government
Code, as added by Acts 2021, 87#h Leg., R.S., S.B. 19, § 1, the City is prohibited frorn entering into a
contract for goods or services thaf has a value of $�00,000 or more that is tp be paid whoily or pa�tly from
pubi€c funds of the City with a corripany with 10 or more fuii-time employees unless the contract contains
a written verification from the carrEpany that it: (1 } does not have a prac#ice, policy, guidance, or direckive
that discriminates against a firearm entity or #irearm trade association; and (2) will not discriminat� c€�aring
the term of t#�e contract against a firearm entity or firearm trade association. The terms "discriminate,"
"firearm en#ity" and "firearm trade associa#ion" ha�e the meaning ascribed to those terms by Chapter
2274 of the Texas Government Code, as added by Acts 2021, 8ith Leg., R.S., S.g. 19, § 1. To the
extent #hat Chapter 2274 af the Government Code is applfcable #n this Agreement, by signing this
Agreement, Vendor certifies that Vendor's signature pro�ides written �erification to the City thai Vendvr:
(1) does not have a practice, palicy, guidance, or directive that discriminates against a firearm entity or
firearm trade association; and (2) will rtot discriminate against a firearrr� entity or firearm trade association
during the terrn af this Agreerr�ent.
ITB 22-0082 Lighiy Duty Vehicle and Equipmeni Services
Page 14 af 30
PART-2
DETAILED SCOPE OF SERViCESlSPECfFICATIONS
1.0 SCOPE
1.'i The City of Fart Worth (City) seeks bids to finalize annual agreements with multipie vendors for
repair services for City-owned light dufy vehicfes, iawn, and marine equipment ar�d to establish an
Annuai Agreement to provide Ori�inal �quipment Manufacturer (QEM) Authorized 5ervice and
IndepencEent Service Facilities Agreement for the Property Management �eparkmant (PMD) as
specified in this lr�vita#ion to Bid (ITB,)
12 The s�ccessful bidder(s), known hereafter as "Contractors"/"Gontractors,° will be responsible far
perform iighE duty vehicle repairs and services for approximately 3,000 on road and 1,600 of-road
vehicles and equipment.
1.3 The ierm of the agreement shall begin on the da#e stated ir� ihe contract ("E�fecti�e Date) and
shall expire one year frorr� the ef#ecEive date, unless terminated earlier in accordance with the
provisions af this Agreemen#. This agreement may be renewed und�r the same terms and
conditions for four (4) additiona! one-year periods, unless the Contractor provides the other party
with notice of non-renewa! at leasi 6D days before the expiration of the initial term or renewal
period.
1.4 The Property Management Qepartrr�ent (PMD) shall utilize this Agree�ent for service, repair,
maintain and purchase of parts for a variety of iight duty �ehicles, lawr�, and marine equipment
and for a variety af manufacturers in the City fle�t on an as needed basis.
1.5 Following the award additional services of the same general caEegory t#�at cauld have been
encompassed in the award of this Agreement, and that are no# already on the Agreement, may
be addecf based on the discount bfd and price sheet provided with the bid.
1.6 Unit prices shall incEude all costs associated with the specified work, including b€�t not limited to
handling, deli�ery, 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 shaff be considered evidence of compliance with these
requirements.
2.0 TENTATIVE SCHEDIJLE OF EVEiViS
TASK DATE
!TB Release Date March 2, 2022
Pre-Bid Conference March 10, 2022 at 9 Q:30 AM
Deadline for Questions March 19, 2022 at 5PM (Lqcal
Time
Answers Posted March 15, 2022
I7B Responses Due Date AT 3:30 p.m. (Local March 24, 2022
1"ime
ITB 22-0082 Lighty �uty Vehicle and Equipment Services
Page 15 vf 30
Recommended Vendor 5election April 2022
Ma or ancf Counci! Consideration A rif 2022
Contract Execution May 2022
3.0 CHANG� !N COMPANY NAM� OR OWNE#�SHIP - The Vendor shall notify the City's Purchasing
Manager, in writing, of a eompany narr�e, ownership, or address change far ihe purpose of maintaining
updated City records. The president of the corr�pany or authorized official rnust sign th� letter. A letter
indicating changes in a company narr�e or ownership must be accompanied with suppar#irtg legal
documentation such as an updated W-9, dacumen#s €iled with the state indicating such change, copy of
the board of director's resol�tion approving the action, or an execuied rr�erger or acquisition agreement.
Faiiure to c!o so may adversely impac# future invoice payments.
4.0 METHOC} OF AWARD
4.1 Bids will firs# be evaluated based upon bids rece€ved firom a responsible biclder #hat presents ihe
best value to the City. A responsible bidder is defined as a bidder tha# sub�nits a completed bid
package wi#hin the stated deadline and in accardance with the bid specifications.
4.2 Bicfs that do not receive 50% or more of the toiaf available points, excluding the points for price,
will be deemed non-responsi�e.
4.3 The foilowing criteria will be used to determine the best value:
4.3.1 Cost af service — up to 50 points,
4.3.2 Cpntractor's qualification ar�d certification, per section 5.Q -- up fo 20 poir�ts.
4.3.3 AvailabiEi#y of resources to perform services using the most up to date and appropris#e
mefhods a�ailable far said work ur�der industry per section 6.� — u� to 15 points.
4.3.4 Experienee working with governmenElsimilar size organization — up to � 5 poir�ts.
4.4 in order for the City ta receive adequate coverage on its requirements as specified in the
solicitation, the City reserves the right to �'nake multipie awards.
4.5 The City reserves the right to accept or rej�ct in whole or in part any or all bids received and to
make an award on the basis of indi�idua! item, cornbination of items, or overall bid, as i# is
deemed in the t�est interest of the City. The Caty also reserves the right io rejact #he bid of a
bidder who has pre�iously failed to perFqrm properly or complete on tim� agreemer�ts of a similar
nature.
4.6 The City reserves and shal! be free to exercise the right to evafuate bid in relatio� tp performance
record of bidder wittt the City itself, ar�other municipal carporation of Gice size, or privat�
corpor�tions during the past two-year period. Such precautions are deemed to be in the pubfic
interesi inasmuch as Vendor failure or inability to fumish iterr�s within the prescribed time can
create err�ergency situations and impose unnecessary hardship on boih the City as a municipal
corporation and the public at large.
4.7 �i,e �vdiudci�n ractors iss�ea auove wiii t�e appiie❑ in a comparative rnanner [a all eligible,
rasponsive bids. Award may be rr3ade without discussior� with Bidders after bids are recei�ed.
Bids should, therefore, be submitted on the mosi fa�orable terms.
4.8 Consideration of Lacation o� Bidder's Principai Place of Business, A#tachment B, if applicable;
li8 22-0082 Lighty Duty Vehicle and Equipment Services
Page 16 of 30
4.8.1 If Attachment B. Locaf Pr�ference is completed by any bidder the City will revi�w the
At#achmer�t to determine whether local preference wiii apply to the award.
4.9 The City also reserves the right #o reject #he bid of a bidder who has previously failed to perform
properly or complste on time agreements of a sirr�ilar nature.
5.0 CONTRACTOR REQUlREMENTS IN ORDER FOR THE SID TO BE EVALUATED
5.1 The Cantractor shall:
5.1.1 Na�e a minim�m of 2(two) years of experience conducting services similar or related to
the Scope of Senrices.
5.�.2 �lave and operate a full-time, permanent business address with ihe ability to be reached
by email and telephone.
5.1.3 Documentation and certifications necessary to perform work on City vehicles and
equipmeni. This includes all cer[ifications, such as the National Institute for Automotive
Service Excellence (ASE) or Manufacturer required training, which quafifies the vendor to
perform said work.
�.0 CONTRACTOR RESPQN51B1LTIES
6.1 Contractors shall provide prici�g an parts and labor for the services and a list of brands pro�ided
on the attached Bid Solicitation pages of tF�is ITB.
6.2 Contractor shali provide �anik prices for lis#ed items. Unit prices shall include all associated costs
unless specified in Proposals Solicitation Page, not fimited to delivery, fuel and har�dling charges.
No additional charges wili be accepted or paid by the Gity.
62.1 The City wiff ensure th�at vehicles will have a minirnum of a quarter (114)
tank of fuel when dropped off for service.
6.3 Contractors may charge an hourly non-warranty labor rate per ser�ice, a cost plus (+) for parts, a
dfagrtostic fee (detailed outj, and any applicable transportatior� fees, if any. There are no
guaran#ees the City will accept or held financialky or liable for cosks outside o# iabor and materialsl
parts if the submitted pricing is deemed excessive by the evaluation panel.
6.4 Contrac#ors shali furnish provide docurr�entatipn on their personnel authorized to perform work on
City vehicles and equipmer�i. This includes alf certificatians, such as the National Institute for
Automotive Service Exceffence (ASE) or Manufacturer requirad training, which qualifies the
vendor to perforrri said work. All licer�ses, permits, insurance and any other documentation #hat is
required by local, state andlar federal agencies are to be maintained durir�g the terrn of this
contract.
6.5 Contrac#ors shall be authorized to diagnose, repair and service �ehicles and equipment for the
City of Fa�t Worth's {the "Ci#y"} Lighi Duty fleet.
6.6 Contractars shall perforrn work using the most up to date and appropriate methods available far
said work undcr incfustry standards. This includcs, but i5 no! limited to, all suitable repair
equiprnent ar�d parts ta insure the satisfactory execution of any repair or installa#ion.
6.7 Con#ractors shall respond and supply requested materiais or services required during regular
business hours within the response time (pEL1VERY) from receipt of request in the proposals
solicitatior� page ar less including shipment by mutuaf agreement torm the tir�-�e origina! request
is macfe.
ITB 22-0082 Lighiy Quty Ve�tide and Equipment Services
Page 17 of 30
6.8 Contraciors shall provide the City priority service, as many City vehicles are utilized for public
safety ar�d emergency response. Expeditious turn-around is critical to City opera#ions. Adciitional
#ees for priority services are prohibited.
7.0 HOURS
7.1 Cantractors shall respond to a work order within 24 haurs of notificaEion.
7,2 Contrac#ors shaN defi�er corr�pleted vehicles to the �leet Service Center, Monday through Friday
between 7:30 a.m.— 9:3Q p.m. unless expressly authorized by the Fleet Service Center
Supervisor{s) or their designee. Any deviation from this Eimeframe shall require written approval
from the Fleet Ser�ics Center Supervisor(s) pr their designee.
8.0 AFTER HOURS
8.'f A#ter hours shali be considered fror�t Friday at 9:31 pm fhrough Monday at 6:59 am, hofidays and
weekends.
9.� PARTS
9.1 All parts u#ilized in repairs, replacements or installation5 on City vehicle5 and e�uipment must be
new unless otherwise requested by PMD Fleet personnel. Any rebuilt or remanufactured parts
can be considered but rnust be appro�ed in writing by City PMD Fieet persqnnel prior to being
utilized by a vendor.
9.2 Vendor shafk warranty andlor guarantee ail waric and �raducts supplied under this Agreerneni
ag�inst any defects in design, workmanship, materials and failure to aperate sa#isfactorily. Each
product shall be co�structed to the F�ighest industry standards. Products manufactured af poor
workmanship will not be accep#ed.
9.3 The Ciry reserves the right to supply parts as the City determines is necessary.
9.4 Vendor may charge a cost plus (+) for parts. The cost sho�ld be a�ailab3e far re�iew by the City
as requested. There ar� no guarantees ihe City will accept or held financially or liable for costs
outside af Eabor ar�d maierials/ parts if the submitted pricing is deemed excessi�e by the
e�aluat�on panel.
10.0 INVENTORY OF ASSETS
10.1 Assets that ma neecf re airs and services but are not limi#ed to, the inventa listed below:
Up to 3,000 on-road and 1,600 off -road ve#�icles and equipmenk including, but not
limited #o:
Make of Manufacturers
Equipment
ITB 22-0052 Lighty Quty Vehicle ancf Equipment Serv�ces
Page 18 of 30
Vehicles and BMW Freightliner
Equipment Mercedes Zodiac
under One Ton Stellantis (Chrysler ) Wf�ite Ri�er Marine
in GVW Ford Caddo Manufacturfng
Lincoln Bertram
Dodge GMC Boston Whaler
Jeep Handa Chaparral
Ram Nyundai Yamaha
L€ncoln Kia Zodiac Nautic
����� Nissan John �eere (yeiiow iron)
Cadillac Rivian Kubota
Che�rolet Subaru 5cag
Acura Toyota Flusq�arna
fnfiniti Volkswagen Toro
Lexus Volvo Cub Cadet
Sprinier Jacobsen
V!P
Tracker Snapper
Zodiac
19.0 ESTIMATES
11.1 Vendar shall be required to provide writter� ar electronically produced esttmates to PMD Fleet
persqnnel before the sEart of any work. The estimates must be �mailed to the PMD Fleet
employee(s) andlor PMD Ffeet facility location who requested the servEces to be completed.
11.2 Esti�ates shall be approvec! and authorized by PMD Fleet personnel in writing via email prior to
work being performed. Verbal approvais shauld not be considered.
11.2.1 Fleet shall create necessary wark order for tracking.
11.2.2 Vendor sha�! be notified, �ia email, of repairs needed andlor diagnosis from Fleet.
11.2.3 Vendar shall identify fhe 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 shaii be on s�Parate estirnate(s) and in�oicing in ALL
cases.
11.2_5 Fle�t shall dacument #he approva! ar�d shall update the work order detaiiing ali
communications and repairs with der�ial or appro�al information.
i 1.2.8 PMD Fleet shall isstae a purchase order for billable repairs via email. Repairs are NOT to
be performerf ur�til a purchase arder 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 submittecf invoices submitted to the Ciry far woric performed should always match the final
estimate recei�ed by the City, All revised estimates must be appro�ed in writing prior to billing.
11.4 If Cify �ehicle or equipment is serviced by a Vendor for warranty work, an estimate provicEed by
tne V�nUar to the Gity snall state 'warranty 5ervice'.
11.5 All estimates provided by vendors wiii be quated on a`time and materials' basis, adherence to the
agreed upon contract rate{s) and itemized io illustrate the cosi of each of #he following, if
appficable ta the service or wark performed:
11.5.1 EsEimates shall include number of and cost of part(s) to be installed.
IT8 22-0082 Lighty o�ty Vehicle and Equ€pment Services
Page 19 of 30
11.5.2 Est€rnates shall include cost af labor to perform repair and/or instalfatinn; itemized by
number o# labor hours per labor line.
91.5.3 Esfimates shafl include itemized inspectionldiagnostic fees.
1'1.5.4 Transportation fees, if ar�y, for pick-up or delivery.
11.5,5 Miscelianeaus shop fees will not be aliawed. This should be considered when bidding
app�icable costs in the other time and rr�aterials categories.
1�.5.6 Travei charges for mobils services can be considered and should be ite�'nized. 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 andlor diagnosis fram PMD Fieet.
91.8 All estimates provided by Vendors will be quoted on a`time and parts' basis, adherence to the
agreed upan contract rates and itemfzed to iffustrate the cost of each af the foiiowing, if a�plicable
to the senrice or work performed: cost of part(s) to be instafied, cost of labor to perform repair
and/or installation, inspection, diagnostic fee5; itemized by labor hours except when estimated as
a turnkey project/job.
� 1.9 Vendor shall iden#ify fhe re�air d+reciion and shall email an estirr�ate with specific details of the
repairs needed regardless of warranty or non-warranty.
11.10 Warranty and billable repairs shali be on separaie estimate(s} 1 invoicing in ALL cases.
11.11 PMD Fleet sf�all dacurnen# the approval and shaff update the work order detailing ali
commur�ications and repairs with cEenial or approval informaEion.
11.12 PMD F1eet shall issue a purchase order for billable repairs via email. Repairs with a cost
associated to the City are NOT to be performed unti! a purchase order has been issueci in writing
from i�MD Fleet. Thfs er�sures proper tracking and documentation are in place for the Vendor and
the City.
�I 1.13 Vendors shall send confirrr�ation and a cost estimate to the Fleei Service Center Super�isor(s) or
designee within 24 hours of receiving a list of equipment for inspection and testing.
19.14 �ieet Service Center Supervisors or designee wii! provide written authorizaiion to proceed
with the inspection and testing af#er evafuating the estimatE. Vendors are no# auihorized to
proceed with inspection, testing based on verbal authorizatians and assumes all iiability and
responsibility for inspection, and testing perfarmed based on such �erbal authqrizations.
11.15 Ver�dors will be required to provide writter� es#imates to Fleet Service Center Supervisors
or designee personnel befare the start of any work. The estimates may be emailed to the
�leet Service Center Supervisors or designee who requested the ser�ices to be completed.
11.'ffi Estimates must be a�pro�ed and a�#horized by City Fleet Service Center Supervisars or
designee personnel in writing (ernail, fax or written} prior to work being performed_ Original
invoices submitted to the Gity for wark perFormed cannot t�e qreatPr than inifial ectimate
provided unless appro�ed by Flee# Service Center Supervisors or designee in writing.
11.17 If during the course of the originafly estirnated repairs, it i5 r�oted that further repairs will be
needed, a revised estimate must be pre�ared by Vendors for the acfditianal work.
ITS 22-0082 Lighty Duty Vehide and Equipment Services
Page 20 of 30
11. �8 Estimates provided by �endors shall state 'Warranty Service' if City �ehicles or equipment wi!! be
serviced for warranty work.
12.0 INVOICING REQUiREMENT5
12.1 The City of �ort Worth has begun implementing an automated invoicing system.
12.2 The Car�tractor shall send invoices electronieally to our centralized Aeco�nts Payable department
in�oice email address: su lierin�oices fartworthtexas. o�. This ernail address is not rrtanitored
so please do not send correspondence to t�is erneil address. The sole purpose of the supplier
invoices email address is to receipt and process supplier in�oices.
12.3 Please inciude the following on the subject line of your e-mail: vendor name, snvoice numbar, and
PO number, separated by an underscore (ex: Exarr�pie, Ir�c._123456_FWQ13-OOOD001234)
12.4 To ensure the system can successfully process your invoice in an expedient manrser, pfease
adhere to the following requirernen#s:
• All invoices rnust be either a PDF or TIF�' farmat.
• Image quality must be at leasi 300 DPf (dots per inch).
• Invoices must be sent as an attachment (i.e. no in�aice in the bocfy of the emaii).
• One invoice per attachrr�enf (includes P�Fs). Multiple attachmenis per email is acceptable
but each invoice rr�ust be a separate attachment,
• Please do not send handwritter� invoices or invoices that contain handwritten notes.
• Dot matrix invoice format is not accepteci.
• The invoie� must contain the fallowing inforrr�atian:
• Suppfier Name anci Acidress;
• Remit to 5upplier Name and Address, if different;
• Applicable City Department business unit# (i.e. FW013)
• Complete City of Fart Worth PO number (i.e. the i'O number must contain afl
preceding zeros);
• Invoice number;
• Invoice date; and
12.5 Invoices should be submitted after deli�ery of the goqds or services.
12.6 To preven# invoice processing delays, please do no# send invoices by mail and emaif and please
do not send #he same invoice more than once by email to supp[ierin�oicesCc�fortwarthtexas.qa�.
To check an the siatus of an in�oice, please contac# the City Department ordering the
goods/services or the Centra! Accounts Payable Department by email a#:
ZZ FEN AccountsPavable(a�fortworth#exas.qo�.
12.7 If you are unable to send your invoice as autiir�ed a�ove at this time, please send your invoice ia
our centralized Accoun#s Payable department instead of directfy to ihe individual city departrrsent,
This will allow the city staff to digitize the i�voice for faster processing.
12.8 !f electronic invoicing is not possible, you may send your pap2r invoice to:
City of Fort Worth
Attn: FMS Central Accflun#s Payable
200 Texas Street
Fori Worth, Texas, 76102
12.9 The City's gaal is to recei�e 140% of invoices electronically so that all supplier payments are
processed efficiently. To achieve tF�is goaE, we need the Contractar's support.
12.10 16 Gontractor has any questions, please cor�tact the Accounts Payable team at {8'i7) 392-2451 or
IT8 22-00$2 Lighty Outy Vehicle and Equipment Services
Page 21 of 3D
by email to ZZ FIiV AccountsPayable(a�fortworthtexas pav_
12.11 Contractor shall not include Federal, State of Ci#y sales tax in its in�oices. City shall furrtisi� a tax
exemptiort certificate upon Vendor's request.
�3.0 HAZARDOUS CONDITIONS
ihe Vendor is required to notify the City immediately of any hazardous canditions andlar damage ta CiEy
praperty.
14.0 UNIT PRICE ADJUSTMENT
14.3 The unit prices may be adjusied for increases or decreases in Vendor's cost during the renewal
period but before the effective dat� of the renewal upon written req�est fram ihe Vendor.
14.2 The Vendor must submit its price adjustment request, in wri#ing, at least 60 days befiore the
renewal effecti�e periad. The Vendor shall pro�ide written proof of cost increases with price
adjustrt�ent requesi.
14.3 If the City concludes fhat the rafe increase being requested is exvrbitant, the City reser�es the
right ta adjust the rate request, or reject the rate request in its entirety and alfow the contract to
expire at the end of the contract derm. If the City elects not to exercise the renewa! option, the
Purchasing €]i�isio� will issue a new solicitation.
�4.4 Prices bid shall remain firm for each one-year term of the Agreement and shall include all
associated freight and deli�ery costs.
14.5 Prices offered shali be used for hitE analysis and for Agreement pricing. In cases of errors in
ex#ensions or to#afs, fhe unit prices o€fered will govern.
14.6 UpoR expiration af the Agreement terrn the successful bidder, agrees tp hoid over under the
terms and conditions of this Agreement for a reasonable period of tirr3e to allow fhe ci#y #o re-6id
ar� agreement, not to exceed ninety (90) days. Vendor will be reimbur5ed far this service a# the
prior agreement rate(5), Vendor shall remain obliga#ed to the City �nder all clauses of this
Agreement that expressly or by their nature extends beyond and survi�es the expiration or
termination of this Agreement.
14.7 Goods andlor services shall r�ot be suspended by the Vendor without a 30 day prior writEen notice
to the City.
15.0 LAWS, REGU�,4TIONS, AND QRQINANCES
The Vendor shall be responsible for meeting all Federal: laws, orcfinar�ces and reguiations; State: laws,
ordinance and regulations; County: iaws, ordinances and regulatipns; and City: laws, ordinances, and
regulatior�s far safety of people, �r��ironrr�ent, and property, This rncEudes, bu# is r�ot limited to, all Federal,
State, County, and City Agenci�s, Administrations and Commissions such as the Environmental
Protection Agency (EPA), Occupational Safety and Health Adminsstration (OSHA), and the Texas
Gommission an EnvironmenEa! Quality (TC�Q). In ihe event any law, regulation ar ordinance becomes
efFective after the start of tt�is Agreement, the Vendor is required #o comply with new policy. Any
mandates requiring the City to comply wiih new guidelines wifl afso require the Vendor to comply.
16.0 PEFKfOKl1lIANGE
Failure of the Ci#y to insist in any ane ar more instances upon performance of any of the terms and
conditions af this Agreement shal! not be cansfrued as a waiver or relinquishment of the fuiure
perforrr�ance of any terms and conditions, but the Vendor's obligation witf� respect to such performance
shall continue in fui! force and effect.
13B 22-0p82 Lighty Duty Vehicle and Equiprnent Services
Page 22 ot 30
� 7.0 COMPLAIlVTS
17.1 Compiaints processed thro�gh #he City Purchasing Division are to be corrected within fourteen
(14) days of formal notice of complaint. Written respanse to the Purchasing division is required.
17.2 Failure to properly resolve complain#s within fhe fourteen {14) calendar day time period may
res�lt in khe eancellation of the applicable line item(s) in the price agreement.
18.Q SUBCONTRACTING
No subcontracting of the work under this purchase will be allow�d without written permission from the
City.
19.0 CONTRACT A�MfNiSTRATION
19.1 Contract administration will be performed by tf�e City Departrnent. In the eveni the Vencfor faiis to
perform according to the terms of the agresment, The Depar�ment head or his/her designee wili
notify the Venclor, in writing, of rts failures. A meeting may ba arranged to discuss the Vendor's
deficiencies. A written c�re natice may be preparec! gi�ing the Vendor 14 calendar days to cure
any deficiency.
192 fn the e�ent the Vendor cor�tinues wiih unsatisfaciory per#ormance, the deparEment will promptiy
notify the P�rchasing Manager who wili take appropriate ac#ion to cure the performance
problem(s), whieh could inciude cancellation, iermination for convenience or default. If the
agreement is terrninai�d for default, the Vendor may be heEd liable for excess cost.
19.3 The Vendar will be paid oniy those surr�s due and owing under the agreemenf f�r services
satisfactorily rendered.
19.4 The City reserves the right io terminate this agreement, or any part hereaf, for its sole
convenience. !n the event of such termination, #he Vendor shall immecfiately stop all work
hereur�der and shall immediately cause a�y and all af its suppliers and subVendors to cease
work. Subject to the terms of ihis agreement, the Vendor shall be paid a percentage af the
agreemertt price refleciing the percert#age of the work performed prior to the notice oi termination,
pl�s reasonable charges the Vendar can demonstrate to the satisfaction of #he City using i#s
standard record keeping system, have resulted from the termination. Fiowever, in no e�ent shall
#he total of all amounts paid to the Vendor exceed ihe agreement price. ihe Vendor shall noi be
reimbursed for any profiits whicf� may have been an#icipated, but which have not besn earned up
to the date of terminatian.
IT$ 22-OQ82 Lighty Quty Vehfcle and Equipment Services
Page 23 of 30
ATiACHMENi -A
CONFLICT OF lNTER�ST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agen# of a person who contracts
or seeks to contract far the sale or purchase of property, goacis, or services with a local governmental
entity (i.e. The Cfty of For# Worth) must disclase in the Questior�naire Form CIQ ("Questionnaire") the
�erson's affifiation or business relationship that migh# cause a conflict of interes# wfth the locai
go�ernmental entity. By law, the Questionnaire must be filed with the Fort Worth City Secretary no later
than seven days a#ter fhe date the person begins contract discussions or negotiations with the City, or
submiis an application or response #o a request for propasals or bids, correspondence, or another writing
reiated to a potentia! Agreerrjent with #he City. Updated Questionnair�s musi k�e filed in conformance with
Chapt�r 176.
A copy of #he Questionnaire Forrr� CIQ is enclosed with the submit#al documenfs. The fprm is aiso
available at http:/lwww.ethics.state,tx.uslformslClQ �df.
If you have any questions about compliance, please cansult your own legal counsel. Comp�iance is the
individual responsibifity of each person or agent af a person who is subject to the filing requirement. An
of�er�se under Gha�fer 176 is a Class C misdemeanor,
NOT�: If you are nat aware of a Conflict of Interest in any business re�ationship that you mig#�t
have with the City, s�ate Vendor name in the # 1, use NIA in each of the areas on the form.
Howe�er, a signature is required in the #4 box in all cases.
Ri;vised 6.2S.18cg
ITB 22-0082 Lighty �ury Vehicle and Eq�ipment Setvices
Page 24 of 3t}
CONFLlCT OF INTEREST QUESTI�NNAIRE FORM CI(�
For vendar daing business with lacal goverr�menta! eniity
This quesilannaire reflects changes made to !he law by H.B. 23, 89th Ley_, Regular Sesslon. OFFECE�5E0lVLY
Tl�is quesfionnaire is being filad in �ccordance with Chapter 175. Local G�vernmei�t Code. by a vendor who
has a bifsiness ralationship as definad by SzcEion 37SA01It�a! with a locaE govzmmentai entiry and Il�e �ate P.eca�vzd
vandor msets raquiremenls under Saction 17^0.0�5(aj,
By I�w l�is quzstionnairs rrFust ba filed wiG� tha records administrator of the local govarnmanlal enuly �tot laler
liia�i t�a 7tl� #wsiness day after �iz date ths vendor becomes aware of facls lhai require tlie stalemeni to be
filad. See Sectiori 176-U65{a-ti, Local Gvvarrtmaizl Coda.
A vandor commits art ofiense if ilie vei7dor W�o�xingly violates Secdon 179.00b, Local Government Code_ Rn
offensa under this section is a misdemaano�
� M1iame of vendor who has a business relationship vuilh local governmenhaE entity.
2
� � j �
Check trris box if you are fili�g an u ate a previously Tled questionnxire, �The law requires ihat you tile an updaied
cornpieted questionnaire with the appropriate #iling a�lMority not later than the 7th business day after the date on which
you became aware that the originalfy #iied quesEionnaire was incompEete or inaccurate.}
a �kame of local go�ernment ot#icer aboul whom the in{orma�ion is being disclosed.
Name of flflicer
� pescribe �ch employment or other business retationship with the loca! government of#icEr, or a tamily member of the
o(ficer, as described by Section 176.003(a){2)(A). Also describe any family relationship with the local government ofticer.
Compiete su��ts A and 8 for each employment or businsss relationshipdescribed. AtSachaddit�onal pages to this Form
CIo as necessary,
A. Is tha locai gov2rnment otiicer or a fainily member of the aflicer rer�iving or likety to receive taxak�fe rr�come,
aih�r than €nvestrnem incoine. from the v ndor?
� Yes Na
B Is the vendor receiving or tikeiy ro receive t�able inco�ne, other th�n invesiment �nco3ne, from or at the direction
of ;�ie local govern�nent ofiicer or a family ��ember of the o�#icer AND Ih2 t�cable income is npI received from the
iaeal gavernmental entity?
� Yes �IVo
5 6escribe each employrnent ar business relationship that ihe vendor named in Section 1 mainfains with a corporation or
otfier business erstify with respect io whieh the local go�ernment officer servas as an officet or director, or holds an
ownership interest o1 one perceni or mare,
f�
8
�Check this bax hf the v dor has given Fhe lacal govern�nem offic�er ar a family member oi the otticer one or more gifls
as e cnt�o tn 5eci� ��a.00a�a�iz�Ea�, excluaing g�ns describea in section iI6AU3(a-1)
T
dL�_
S'�gr�alur o ven or doina business wilh [I�a gover��meiilal entity a�
Form provided by Texas Efhics Commissio�i wwvr ashics.stete,Ix us Revised 1111?021
RCVISCd �.I � .I $C�T
iTB 22-OQ82 Lighty Cluty Vehicle and Equipment Services
Page 25 of 30
CON�Lt�T OF iN7EREST QEIESTIONNAIRE
For �endor doing business wiEh local governmenfa! en#ity
Aconiplete copy of Ghapier 17B of the Local Government Gode rnay be found at http:llwww.statutes.legis,state.tx.us!
Dacs/LG.�htm/LG.176.htm. For easy reference. below are some oi ihe sections cited on this f�rm.
Local Go�ernmant Gode 176.007 1-a :"Business relationship" means a conn�ctfort between two or more parties
based on commercial activity of one ot the parties. The term daes not fnclude a connection based on:
(A? a transaction that is subject to rate or fee regulatfon by a tederal, sta�a, or local governrnental eniity or an
agency of a federal, s?ate, or lacai governrnental en4ity;
{B) a transaction conducted at a price and subject to terms availahle to the �qublic; vr
{Cj a purchase or lease of goads or services from a person that is chartered hy a state or federal agency ancf
thai is subject to regular examination by, and reporting to, thai agency.
Local Gavernment.Gode � 176.�03(a)(2)(A) and (Bi:
(al A local government nfficer shali fiEe a conflicis disdasure statement with respect to a vendar if�
*f k
{2) ihe vendor.
�A) has a� emplayrr3ent or ot#�er business relationship with the locai g�vernrnent of#icar ar a
family me�t�ber of the ofiicer tha# resuits in the officer or farniEy mernber receiving taxa6ie
incoma, oiher than investment income, that exceeds $2,500 during the 12-raonth period
preceding ##�e data ihat the officer becpmes aware that
{i} a contract between ihe local governmental sntity and vendor has 6een executed:
or
(ii} the lacal governmenial entity is considering entering into a contract with ihe
vendor;
{Bj hasgiven to the Eocal government ofiiceror a iarnily memberof the officer o�e or more gifls
that hays an aggregate val€�e of more than $�00 in ihe i 2-month perioci praceding che date ihe
officer becomes aware ihat:
{i} a contrac( between the local governmental eniity artd ver�dor has been executed; or
{ii) 1he lo�al goverr�mental entiiy is conside�ing entering into a contract with the vendor.
Local Gavernment Cocie § 1,75.006(al and 1a-1?
(aj Avendor shall tile a completed conliicl of interest questionnaire ii the vendor has a business reiationship
wiih a loea! governmental entity and:
(1 j has an employrnent or other bttsiness relationship wi#h a local govemrnenl officet of that loca!
gavernmenlaE eniity, or a farnily rnember of ihe otficer, described 6y Section 175.003(a}{2}(A);
(2} has given a local governrnent of#icer of that local governmental entity, or a family member of the
officer, one or more y ifts with the aggregate ualue spec€fied by Secfion 176.003{a){2){B), excluding any
glft described E�y Section 176 D03(a 1); or
{3} has a family relaiionship with a iocaE governmern officer oi that local govemmental entity.
(a-1 } The compEetedcortf�icl of interesl y�iestionnaire musi be filed with the appropriate records administrafor
not laier lhan the sev�nih business day after 1he later ot:
!11 the date that the vendor:
(A) b�gins disc�ssipns or negofiaiions ta enter intp a Cnntracl with the loeal govert�mental
entity; or
(Bl submitsto 1he local governmental entity an appEication, response to a requesifor proposals
or b€ds, correspondence, or another writing related ta a potential contract with i�e local
govern meRtal entity; or
{2) the date fhe ver�dor becomes aware:
{A) of an employment or ofher business relationship with a local government officer, or a
farnily rnvinusr of tlle v(fioe�, [le���il.rGcl t�y Subseclipn (c3},
(E} thaf the vendor has given one or more gifis described by Subsection (a); or
(C} ai a famify relationship with a local government off'tcer.
Form p3�avided F,y Texas Eiiilcs Commission Ev�uw.et#iics.state.tx,us Revised i/12021
�C:V ISC(� �. � ] . ] �C�'
ITB 22-0082 Lighty �uty Vehicle and Equipmen# Services
Page 26 of 30
ATTAGHM�NT — B
CONSIDERATION 4F LOGATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS
Section 2-14 of the Fo�t Worth Code of Ordinances auihqrizes the City Gouncil, when considering
competi#ive sealed bids, tp enter into a contract for certair� p�►rchases with a bidder whose
principal place of business is in #he carporate limits o# the City of Fort Worth and whose bid is
within 3 or 5 percent o# 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 contractir�g
with tF�e loca� bidder would provide the bes# combination of price and other economic benefiks ta
the municipaiity.
Requests to be cansiclered a focal business must be submitted on this form with bid packages to be
considered by the City of Fort Worth. Questians should be addressed to the Purchasing staff fisted in the
bid pr request package.
The Fort Worth City Council requires the fofiowing information for consideration of location of a bidder's
prirzcipal place o# business. Acfd additional sheets if needecC io pra�ide this information.
1. Locational Eligibiliiy: Principal Place af B�siness in ForE Worth, Texas.
a. Da you have a Fart Worth office? If yes, identifiy a
_.._ , i � � , , , n ,
b. What percentage of estimated gross company sales (worldwide} are sales originating in Fart
Worth? "Orig�ating in Fort Wort#�" shali rr�ean payable at the Fort Worth offrce. [must exceed
50 %]
2. Econamic Development opportunities resuftir�g from contract.
Number of Fort Worth resident-employees?
b. Ar►-�ount of City of Fort Worth ad valorem taxes (real and business persanal prope�ty) paid by
company (for prior tax year — Fort Worth office or former locafion, if �ort Worth office is newly-
established)?
Ceriifcation of infarmation:
Rev'ssec� 7. ] l. i Scg
iTB 22-0082 Lighty d�ty Vehicle and Equiprnent Services
Page 27 of 3d
The undersigned does hereby affirm that the inforrnation supplied is true and correct as of the
date hereof, under penalty of perjury. .
ATTACHMENT — C
BIDDER'S CONTAGT lNFORMATiQN
Bidder's Name: �
Bidder's Local Address:
Phone: -
Email: n���A ��I�
iVarne af
NamelTi�
Phone:
��a;i: �
���x�.���r�
Name of persons far renewa! information andlor billing q�estions:
NamelTitfe �
Phone: b' � Fax: � - ° —
Email: I1[�'J�1 (,1 1� 1/' (_C f���/1.0✓ �{�n,l
NamelTitle � �(��_,���,�
Phone: �
Email:
�
r
� �. �
Fax: � r -
Printed Name
'J �
Date
R�v€sed 7.1 l.lRcg
assigned�ecifically far th
t
!TB 22-0052 Lighty Duty Vehicle and Equipment 5ervices
Page 28 of 3p
ATTACiiMENT - D
BiDDER'S QUALIFICATION QUESTIONNAiRE
�. Has the Vendor ever defaulted on a Gontract?
�N
2. Number of years ir� business under current company name'�_Years. Please note, it is
requiret� to ha�e a minimum of 2 years, otherwise, your submission will be deerned as r�on-
responsive.
List a�y former na es your organization has opera#ed under and
the time#rame:
3. ls your company able to fuifill tf�e respons� tirr�e listed in section 6.0 if not, why? Please note,
that it is required to ha�e a minimum 24 hours response #ime. For the remainder of rninimurr�
re uirernents, pfease refer io section 11.13
4. Is the Contractor able to pro�ide certifications for their personnel, such as the National institute
for Automotive Service Excellence (ASE) or ManuTact�rer required training, which qualifies the
Contractor tfl �erform necessary for this iTB? Please note, we do requtre you to have an
Original Equipment Manufacturer's (O�M) documentation. If yau are unab�e to pravida this
docurr�eni, yo�r subrt�ission will be deerned as non-res onsiv�. In ortler to be considered, you
must be qualified.
�e
No
5. What types of repairs from the item list can you perform? Please pro�ide a list. If you are
unable to provide a repair, pEease state which one and why.
6. How many people wiff be on the ser�ice team to complete the requests and fulfii our needs?
�
7. Does the contractor ha�e the ability to rarnp up qualified persannel, resources and equipment
to�meet the growing needs of the City? I# not, why?
8. Please provide a detailed explanation of the metl�odology yaur firm will use approach to
completing repairs. (i.e. what is your process from ths receipt of F'urchase Order all the way to
completjan). Also, please include descriptive detaiis abo�tt how you will communicate, how wil�
you handle set-backs, what is your pracess for compieting the woric on time, if you cfiscover
there will be a delay in se�vice, how will you o�ercome this?
9. Dpes the service team hald any speciai certifications that further qualify you to perform the
requirements of tnis IT$. .!f Yes, please list and provide copies of these certifica#ions.
� 0. Please provide your work histary performing these same services for oiher Cities or
goverrtrrtental entities af the same size. (At#ach Separate Sheetj
Revised 7.l 1.18cg
ITB 22-L}U82 �lghty Duty Vehicle and Equipmeni 5ervfces
Page 29 af 30
ATTACHMENT E
DRAFT SERVICE AGREEMENT
Draft Service Agreement is attac�ed a separate docurrtent.
Revised 7. i 1 .18cg
iTB 22-OOS2 Lighty Duty Vehicle and Equipment Services
Page 30 of 30
5101 NORTH MAIN ST
P.O. BQX 79520
FORT WO�iTH, TX 76179
817/332-1228
� ��
�
\ s� rgs� /
�ucl Q ?rl/� & ���r.e�tt G�a.
March 3, 2022
City of Fort Worth
Purchasing Department
10Q0 Throckmar�ton Street
Fort Wor#h, TX 761Q2
817-392-8385
Fax: $17-392-8a40
Attention: Purchasing Departrr�ent
R�: CFW01-22-pp$2 ITB Li�ht Duty Vehicle And Eguipment Services
TEXAS WA7S
1-8Q0-792-1 Q� 1
NATIONAL WATS
1-800-�33-5613
As per your request, please see the list of authorized employees along with our certifications and
qualifications. I am also listing the discaunt you reques#ed.
CER7I�ICATIONS ANb �UALIFICTIONS
Our mechanics are trained and certified on our new state of the art Bee-Line al�gnme�t equipment as of
September 2013. They are also trained and certified on our new frame machine as well. All of our
ert�ployees ha�e been doing this job for well over five years and are ASE Certified.
Our spring department employees �a�e been repairin� spring for o�er ten years.
Our body shop employees have been doing body work for over fi�e years as welf. We only use
replaeement OEM parts and we guarantee alf of our woric. We also have a branci new pair�t booth that
meets all EPA requirements and has been certified by the City of Fort Worth.
DISCOUNT
Our discount is 10% off MSLP.
LIST �F AUTHORlZED EMPLOYE�S-SERVkCE DEPARTMENT
Damon Walker
Kyle Huber
Lance Coleman
Mig�el Rodriguez
Ty Pierson
SCHO�L BUS PARTS
Switches - Flashers
Windshield Wiper
�ights - Lens
Heaters - Alternators
Mirrors - Safety Equip.
SERVICE DEPARTMEN7
Front End Alignment
Wheel Balancing
Frame Alignment
Spring - Research - U-Bolt
Brakes - TandEm
TRUCK-TRAILER PARTS
Wheels - Drums
Bearing - Seals
Air Valves
Brake Lining
�ights - Lens
5101 NORTH MAIN ST
P.O. BOX 79520
FORT WORTW, i"X 76179
S 1 71332-1 228
� ��
�
� Surcc l g51 �
S�GLCt d 7ir%Cteee �t ���it�ttP.ctt (�a.
TEXAS WATS
1-800-792-1011
NATIONAL WATS
1-800-433-5613
Page 2
LIST OF AUTHORiZED EMPLQYEES-BODY SHOP
Raymond Martinez
Miguel Martinez
Jose Martinez
Antonio Lopez III
Anto�ia Lopez Jr
GUARAN7EE OF WORK
We guarantee all of our work for 90 days. Any electrita� repiatement parts are only guaranteed for 30
days. All of our woric must be done at our location at 5101 North Main Street, Fort Worth, TX 76179
Please contatt me at 817-332-1228 if you require any further information. I am afsa attaching a
certificate of insurance alorrg with this letter as per your request.
Ti�ank y
�i
Darren Brawner
President
SCHOOL BUS PARTS
Switches - Flashers
Windshield Wiper
Lights - Lens
Heaters - Alternators
Mirrors - Safety Equip.
SERVICE D�PARTMENT
Front End Alignmer�t
Wheel Balancing
Frame Alignment
Spring - Ftesearch - U-Bolt
Brakes - Tandem
TRUCK-TRAILER PARTS
Wheels - Drums
Bearing - Seals
Air Valves
Brake Lining
l.ights - Lens
Northwest fSD
1950 �exan Drive
Justin, TX 76247
817-215-OOdO
�ax: $17-215-0170
March 23, 2022
Attention: City of Fort Warth
RE: CFW01-22-0082 Reference for Buck's Wheel & Equipmer�t Co.
Buck's Wt�ee! &�quipment Co. has done business with our firm for/��years as a supplier of parts and
services for suspension, frame and cflElision repair�.
We pravide a rating of 1-5. One (1) being unlikely Eo recnmmend and satisfied, and fi�e (5) being highly
satisfied and highly recommended. S
We offer this rating of 1-5 for likeliness to wor�C with Firm again. One (i) being unliicely to recommend
and satisfied, antl #ive (SJ being highly satisfied and highly retommended. .S�
Please feel free to contact me if you neec� any further information.
Thank you,
:y✓' / r f �'°�"`"��
icha� Ftobinson
Err►ail: michael.robinson@nisdtx.org
i
Texas Centraf School Sus
6U1 East Purneil
Lewisville, TX 75[�57
21 � - 2{38-8082
March 23, �0�2.
Atteniioi7: City af �ort Worth
RE: CFW01 22-OCl82 Referenr.e for Buck's 1Nheei &�r�uiprnent Cp,
Buck's WheeE &�qtjipr�s�nt Co. I�as rfon� business with our f�rm iar i� years as a supplier af parts and
services for sUsper�sic�r�, fr�rt�e and co6iision r�pairs.
t+Ve provide a raling a{ i-5. One [1) t�eir�g unlikeEy to reCnmmenCl �nti Satis#ierJ, ar�d five (5) taeing highly
saiisfied aird higtzly recommendec�. �
We aff�r this ratiEag �f 1-5 fQr like4iness to work with Firrri �gain. One j1j bein� unlilcely to recnrnrrter�d
and satisfied, and five �S) being i�ighly sati5fied and highly retornmended_ �
Please f�el free tfl contact n�e if you need any further information.
Thank y�u,
f���
�
Jnsh Loyir�ggood
Email: J.ipvinggood@iiiinois-central,cam
: �,
: �. °.�.
First Student -Irving
3217 West Pioneer
irving, TX 75D61
972-832-2834
March 23, 2Q22
Attention: Ci#y o# Fort Warth
RE: GFWO1-22-008Z �teference for Buck's Wheef &�quipmeni Co.
Buck's Wheel & Equipment Ca. has done husiness with our firm for _20� years as a supplier of parts and
services for suspension, frame and co�fision repairs.
We provide a rating af 1-5. One (1) being unlikely to recommend and satisfied, and five (S) being highly
�atisfied and higF�ly recammended. _��
We offer this rating of 1-S #or likeliness to work with Firm again. One (1) b�ing uniikely to recammend
and satisfied, and �ve (5) being highly satisfied and highly recnmmended. _5_
Please feel �ree to contaci me if you need any further in#ormation.
T jl0 U, f
���
Randy Kno#ts
Email: jarr�es.knotts@firstgroup.rom
EXHIBIT E VERIFICATION OF SIGNATURE AUTHORJTY BUCK'S WHEEL & EQUIPME T CO.
5101 N. MATN STREET FORT WORTH TX 76179 Execution of this Signature Verification Form ("Form") hereby certifies that the fol lowing individuals and/or positions have the authority to legally bind Vendor and to execute any agreement, amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and representation set forth in this Fann in entering into any agreement or amendment with Vendor. Vendor will submit an updated Form within ten (10) business days if there are any changes to the signatory authority. City is entitled to rely on any current executed Fam, until it receives a revised Form that has been properly executed by Vendor.
I.
Signature
2.Name: NIAPosition: NIASignature: NIA
3.Name: NIAPosition: NIAe: NIA
Signatw·e of President I CEO
Other Title: Ni A I Date: �rOl ii
Vendor Services Agreement Page 13 of 13
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)