Victor Fire Department
Village of Victor
Request for Proposals (RFP)
Proposals due by 12 noon; Wednesday, January 30, 2019
Notice is hereby given that the Village of Victor is requesting proposals for refrigeration equipment assigned to the Victor Fire Department.
Purpose of Proposal
The Village desires to enter into a non-exclusive professional services agreement with a qualified firm that can demonstrate competency and experience in providing refrigeration maintenance, preventative maintenance and repair services for the Victor Fire Department’s refrigeration apparatus and ice machine
The contract term is for two years, commencing March 1, 2019, with an option to extend the contract up to three, one-year terms, upon agreement by both parties. The Village of Victor reserves the right to choose other contractors for a particular service issue when, in the determination of the Village, it is in the organization’s best interest to do so.
The Victor Fire Department refrigeration equipment currently consists of:
Maximum refrigerator Mod. MSR-49Nm Ser. # MR49907234
Maximum Freezer Mod. MSF-23NM Ser.# MF23907018
Hoshizaki Ice Maker Mod. KM-300BWJ Ser.# H100-67D
Vendor Information. The proposal must include all of the following information. Failure to do so may be considered non-responsive and may result in the disqualification of a bidder.
Vendor’s qualifications to provide Refrigeration maintenance, including years in business, number of employees, and experience in providing services.
Vendor will include detailed descriptions of their company’s current customer service, account management, call centers/after hours contact, reporting and invoicing processes.
Vendor will provide employee certifications and company’s certifications and authorizations for providing requested services.
Vendor will provide at least three references from current customers, including contact names, addresses and phone numbers.
Scope of Service. The scope of service shall include vendors to furnish labor, equipment and materials to provide service as outlined below for the Victor Fire Department’s refrigeration equipment including:
Routine maintenance in accordance with manufacturer’s recommendations
yearly service (approx. March) including water filters change and Equipment inspections
Special service that may include electrical and mechanical work
Review and advise Victor Fire Department on suggested maintenance required for equipment
Emergency service (at all times other than 8 am to 5 pm, Monday through Friday).
Other service as authorized by the Victor Fire Department.
Standard of Service. If a contract is awarded, the selected vendor will be required to adhere to a set of general contract provisions, including:
The contractor will provide the required services and will not subcontract or assign the services without the Department’s written approval
The contractor will provide the services as an independent contractor and not as an employee or agent of the district.
The contractor is to schedule work and report to the Building Maintenance Officer and/or his designee and will cooperate and confer with him/her as necessary to insure satisfactory work progress.
Contractor may access the fire hall during regular business hours ( 9:00 AM. to 1:00 PM Monday to Friday)or during period of emergency service.
Contractor shall be permitted to leave materials and equipment in the fire hall during work period; however, the Victor Fire Department is not liable to secure the same or for damage or loss.
Contractor shall leave building and equipment in clean condition at the end of the work periods.
All reports, estimates, memoranda and documents must be dated and bear the contractor’s name.
Billing terms shall be no less than net 30; bills shall be sent to the Village of Victor; 60 East Main Street; Victor, NY 14564.
Response to Emergency Service shall include verbal response to initial call.
Bid Sheet. The Bidder shall furnish documentation showing compliance to above and shall include the following:
Standard labor rate
Emergency service labor rate
Any fees and surcharges, including, but not limited to, travel rates, fuel surcharges, etc.
Bids shall be delivered in sealed envelopes marked “Victor Fire Department Fire Refrigeration Maintenance Bid” to Village of Victor; 60 East Main Street; Victor, NY 14564. Questions can be directed to Assistant Chief Glenn Lockwood via email, at firstname.lastname@example.org ; questions and responses shall be available from the Village of Victor Clerk during regular business hours.
Bid selection/ Award Criteria. Victor Fire Department and the Village of Victor (“the purchaser”) reserves the right to reject any or all proposals or to accept such proposal that, in the purchaser's sole opinion, will best serve the purchaser's interest in obtaining the desired service levels. Factors that will be considered, but shall not be limited to, are:
Service ability and location
Bid opening shall commence at 12 pm on Wednesday, January 30, 2019, at the Village Hall. Final decisions shall be determined and announced on Tuesday, February 12, 2019.