RFP 24-012 Appliance Maintenance Services
| Agency: | City of Elgin |
|---|---|
| State: | Illinois |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Feb 3, 2024 |
| Due Date: | Feb 23, 2024 |
| Solicitation No: | RFP 24-012 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP 24-012
|
| Bid Title: |
RFP 24-012 Appliance Maintenance Services
|
| Category: | Facility Maintenance and Repair |
| Status: | Open |
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Attachment Preview
RFP No. 24-012 Appliance Maintenance Services – Due February 23, 2024 at 11:00 am City of Elgin, 150 Dexter
Court, Elgin IL 60120-5555 Ph:(847)931-5604 Proposer Name: ___________________________________
CITY OF ELGIN REQUEST FOR PROPOSALS
INSTRUCTIONS TO VENDORS
The City of Elgin requests proposals on the Appliance Maintenance Services. This proposal process and award of the
contract are made in conformance with Elgin Municipal Code Title 5. The City of Elgin reserves the right to reject any
or all proposals, or any part thereof, or to accept any proposal or any part thereof, or to waive informalities in any proposal
if deemed to be in the best interest of the City.
Proposals in PDF copy must be emailed directly to Daina DeNye at DeNye_D@cityofelgin.org no later than February
23, 2024 at 11 am. Submissions received after the submittal time may be rejected. Part A should be in a separate file from
Part B Fee.
Prior to proposal opening, a Vendor may correct, modify or withdraw its proposal by making the request in writing prior
to the time and date for the proposal opening. All corrections and modifications must be delivered to the Purchasing
Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction
to the original proposal submitted, and identifying the proposal by name, number and opening date.
Proposal awards made by the City Council of the City of Elgin may be corrected or amended in the sole discretion of the
City Council prior to the city’s execution and delivery of a signed agreement to a Vendor.
Proposals must be signed by an authorized official of the Vendor’s organization, and the name of the official and title
typed below the signature. Proposals must be sealed in an envelope clearly marked with proposal name and due date
written thereon. Faxed proposals will not be accepted. No proposal may be withdrawn after the scheduled closing time
for receipt of proposals for 60 days. Award shall be made within 60 days unless award date is extended.
Purchases made by the City of Elgin are exempt from the payment of federal excise tax and State of Illinois sales tax and
any such taxes must not be included in the proposal prices. Unless otherwise indicated, deliveries are FOB destination
Elgin, Illinois.
In the case of a conflict between unit price and extended price, unit price shall take precedence. If goods are not delivered
or services are not performed within the time frame specified in the Request for Proposal (or where no time is specified,
within a reasonable time frame) the City of Elgin reserves the right to cancel the order or any part thereof.
Proposals will be considered on goods complying substantially with specifications provided each deviation or alternative
is identified and described in an attachment to the proposal. The City of Elgin reserves the right to determine whether
such deviations or alternatives are acceptable. Brand names that may be mentioned in specifications as used only as a
reference to the type and quality of goods desired unless otherwise indicated.
The selected Vendor(s) must comply with all laws, rules and regulations pertaining to public contracts as adopted by the
State of Illinois and the City of Elgin, including but not limited to the payment of prevailing wages. The selected
Vendor(s) must comply with all laws, rules and regulations pertaining to public contracts as adopted by the State of
Illinois and the City of Elgin, including but not limited to the payment of prevailing wages.
PROPOSAL SUBMISSION REQUIREMENTS
Proposals must contain:
1
A signed Tax/Collusion/Debarment Affidavit
2
A signed Agreement. If awarded a contract, a fully executed copy will be sent to you.
3
A completed Bidder’s Employee Utilization Form (if you employ 5 or more persons).
4
A signed Sexual Harassment Form.
5
Any other information or materials required in the specifications.
Bid announcements can be found on the City of Elgin Home Page www.cityofelgin.org/bids/aspx
Request for Proposal (RFP) – Appliance Maintenance Services
Project Overview:
The City of Elgin is seeking proposals from qualified and experienced appliance maintenance service providers to ensure
the optimal functioning and longevity of our diverse range of appliances. The selected vendor will be responsible for
preventive maintenance, repairs, and overall support for our appliance inventory. The goal is to minimize downtime,
extend the lifespan of appliances, and ensure a safe and efficient working environment.
Background:
The City of Elgin Building Maintenance Department is responsible for approximately 140 buildings throughout the City.
The appliances are located in all areas including fire stations, police station, ROPE houses, recreation center, water
department, etc. The types of appliances are clothes washers and dryers, dishwashers, stove/cooktops, refrigerators, and
ice makers. The appliances are of various age, but most all of them are less than 20 years old. Unfortunately we don’t
have an inventory with the brand names and model numbers. The brand names and model numbers are too numerous as
we have many various brands.
Scope of Work:
The selected vendor will be expected to provide comprehensive appliance maintenance services, including but not limited
to:
1. Scheduled Preventive Maintenance:
• Regular inspection and maintenance of all designated appliances.
• Replacement of worn-out parts and components.
• Cleaning and calibration as required.
2. Emergency Repairs:
• Timely response to appliance breakdowns or malfunctions.
• Prompt troubleshooting and repair services to minimize downtime.
3. Replacement Parts and Components:
• Provision of genuine and high-quality replacement parts.
• Inventory management to ensure availability of critical components.
4. Reporting and Documentation:
• Detailed reports after each maintenance visit, outlining work performed and any identified issues.
• Maintenance history tracking for each appliance.
5. Compliance and Safety:
• Adherence to all relevant safety standards and regulations.
• Compliance with industry best practices for appliance maintenance.
6. Vendor Qualifications:
• Proven experience in providing appliance maintenance services.
• Demonstrated expertise in maintaining a diverse range of appliances.
• Certification and licensing as required by local regulations.
Proposal Submission:
Interested vendors are invited to submit their proposals by February 14, 2024 at 11 am. Proposals should include the
following:
PART A
1. Company Overview:
• Brief history and background of the company.
• Overview of experience in providing appliance maintenance services.
2. Technical Approach:
• Detailed methodology for preventive maintenance and emergency repairs.
• Approach to inventory management and replacement parts sourcing.
3. Qualifications:
• Relevant certifications, licenses, and accreditations.
• Details of key personnel and their qualifications.
4. References:
• Contact information for at least three references from previous clients.
PART B
5. Cost Proposal:
• Detailed breakdown of costs for preventive maintenance, emergency repairs, and replacement parts.
• Any additional fees or charges.
SUBMITTAL
Proposals in PDF copy must be emailed directly to Daina DeNye at DeNye_D@cityofelgin.org no later than
February 23, 2024 at 11 am. Submissions received after the submittal time may be rejected. Part A should be in
a separate file from Part B Fee.
Selection Criteria:
The selection of the vendor will be based on the following criteria:
1. Experience and Expertise:
• Demonstrated experience in providing appliance maintenance services.
• Expertise in maintaining a variety of appliances.
2. Technical Approach:
• Clarity and feasibility of the proposed maintenance approach.
3. Qualifications:
• Relevance of certifications, licenses, and qualifications.
4. References:
• Positive feedback from previous clients.
5. Cost:
Competitiveness of the proposed costs.
Timeline:
Release of RFP: February 2, 2024
Deadline for Proposal Submission: February 23, 2024
Vendor Selection: March 20, 2024
Point of Contact:
All inquiries and submissions should be directed to:
Daina DeNye, NIGP-CPP, CPPO
Purchasing Officer
150 Dexter Court
Elgin, IL 60120
Denye_d@cityofelgin.org
Disclaimer: The City of Elgin reserves the right to reject any or all proposals, to negotiate with any qualified source, or
to cancel this RFP in part or in its entirety. Submission of a proposal indicates acceptance of the terms and conditions
outlined in this RFP.
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