2026 0917 Ice Rink PM GCRW RFP.pdf

REQUEST FOR PROPOSALS

Proposals will be received via PlanetBids by 1:00 P.M. EST, Thursday, October 1, 2026.

ICE RINK REFRIGERATION SYSTEM PREVENTATIVE MAINTENANCE

SERVICE FOR THE RIBBON AT GLASS CITY RIVERWALK

All submissions concerning this RFP shall be submitted directly via PlanetBids. The total size of the PDF proposal submitted to Metroparks under this RFP should be no more than ten (10) 8 ½“ x 11” single sided pages utilizing a 12-point font in regular, common use with normal margins. Metroparks shall score submitted proposals using a 100-point scale.

Maximum points assigned to each area of the proposal are indicated in parenthesis below.

OUR MISSION & VISION

Mission

The mission of Metroparks Toledo is to conserve the region’s natural resources by creating, developing, improving, protecting, and promoting clean, safe, and natural parks and open spaces for the benefit, enjoyment, education, and general welfare of the public.

Vision

Metroparks Toledo will be, in its culture and community engagements, the beacon for conservation of natural resources; diversity, equity, and inclusion; and the activation and promotion of spaces that enhance physical and mental health. The communal pursuit of these aspirations will elevate our region and transform its identity.

PROJECT OVERVIEW

Metroparks Toledo is requesting proposals from experienced and qualified firms (“Contractor”) to provide preventative maintenance and repair services for its glycol Ice Rink Refrigeration System, including seasonal start-up, seasonal shut-down, inspections, testing, adjustments, documentation, and on-call service support for The Ribbon at Glass City Riverwalk in accordance with the specifications contained within. Metroparks Toledo has established special and specific qualifications for the Contractor to assure the quality of the Ice Rink Refrigeration System Preventative Maintenance Service. This quality assurance is to protect public health, safety and welfare. The Contractor shall possess skill and experience to perform quality work, and meet the criteria required to provide the maintenance service detailed and specified.

The 1,000-foot-long Ribbon is a paved, loop trail that is refrigerated in winter to provide 25,000 square feet of ice-skating surface with rolling hills and soft curves. It includes a

5,000-square-foot ice skating area called the Pond that is suitable for beginning skaters and events. Fourteen (14) miles of tubing under the pavement supplies refrigerant to the surface, while a Zamboni ice resurfacing machine maintains a smooth skating surface.

In warm weather, The Ribbon transforms into a multi-purpose trail that will be free to use for roller skating, roller blading, kick scooters and balance bikes. The Ribbon is generously supported by the Hylant Family Foundation.

The proposals should be submitted no later than 1:00 P.M. EST, Thursday, October 1, 2026, at which time all proposals will be publicly opened/shared through the PlanetBids website.

Two mandatory pre-bid on-site meetings will be held from 10:00 a.m. to 11:30 a.m.

at 1521 Front St., Toledo, Ohio, 43605, on Monday, September 21st and again on Monday, September 28th, 2026. Prospective bidders need only attend one of the two scheduled meetings.

Metroparks Toledo reserves the right to reject any or all proposals submitted, to waive irregularities in any proposal, and to accept any proposal which is deemed to be the most favorable to the district.

SCOPE OF WORK

The selected contractor will provide licensed and qualified technicians to provide preventative maintenance and repair services to the ice rink refrigeration system at The Ribbon. The contractor shall comply with OSHA, EPA refrigerant requirements, applicable mechanical and electrical codes, and all local regulations. The contractor shall follow lockout/tagout, confined space, fall-protection, chemical-handling, and site-specific safety procedures. The contractor shall coordinate service dates with Metroparks Toledo at least five business days’ notice for the scheduled work listed below:

A. Pre-Season Preventative Maintenance and Annual Start-Up

Review prior operating logs, service history, outstanding repair recommendations, and current equipment condition.

Inspect the refrigeration room, housekeeping, ventilation, emergency controls, detection/alarm devices, signage, piping supports, insulation, guards, and evidence of corrosion or leakage.

Inspect compressor(s), motor(s), oil separator, chiller, glycol pump(s), condenser/cooling tower or air-cooled condenser, expansion/balance tank, valves, strainers, gauges, controls, belts, couplings, seals, bearings, and electrical components.

Check compressor oil level and condition; change oil and filters when required by manufacturer recommendations or included service schedule.

NOTE: Metroparks will provide the selected contractor with the oil and filters needed to complete the service.

Inspect compressor crankcase, drive alignment, pulley/flywheel alignment, belt condition, belt tension, shaft seals, mountings, vibration, and unusual wear.

Test motor insulation resistance, inspect terminals and contactors, verify proper grounding, and confirm motors are dry and safe to energize.

Verify glycol concentration, freeze point, pH, inhibitor condition, fluid level, system pressure, and evidence of contamination or leakage. Collect a laboratory sample when included in the proposal.

Confirm glycol pump(s) rotate freely; inspect mechanical seals, packing, bearings, couplings, alignment, strainers, and pressure differential.

Inspect evaporative condenser or cooling tower, where applicable, including coil condition, scale, sump, remote tank, spray nozzles, water distribution, fan, pump, belts, bearings, float assembly, drain, overflow, and water treatment condition.

Cleaning of the cooling tower, to include the proper equipment needed to complete that work (20ft lift).

Inspect relief valves, discharge piping, emergency discharge valve, and visible leak points. Identify any code-required testing or replacement dates.

Verify all valves closed during shutdown are returned to the proper operating position and remove/replace tags in coordination with the owner.

Energize controls before starting major equipment and test interlocks, alarms, safety devices, starters, emergency stop, high/low pressure cutouts, oil-failure controls, flow switches, freeze protection, and compressor shut down upon loss of glycol flow.

Start glycol circulation and condenser equipment manually; verify normal rotation, pressure, flow, amperage, noise, and vibration.

Start compressor(s) in accordance with manufacturer procedures, monitor oil pressure and refrigerant pressures, and gradually load equipment as the glycol temperature is reduced.

Verify control setpoints, automatic sequencing, operating temperatures, pressure readings, amp draw, oil return, refrigerant level, glycol level, and stable system operation.

Place the system into automatic operation only after all checks are satisfactory.

Provide on-site support during initial pull-down and ice-making until stable operating conditions are achieved.

Complete a written start-up report with baseline readings, deficiencies, repairs completed, and recommended follow-up work

B. In-Season Preventative Maintenance Visits

Provide two (2) scheduled visits during the ice-skating season, to be scheduled with Metroparks after the primary start-up visit.

Review operating logs and compare current readings to start-up baseline conditions.

Record suction, discharge, oil, glycol, water, and control temperatures/pressures as applicable.

Inspect compressor oil level, refrigerant level, glycol level, seals, packing, bearings, belts, vibration, noise, and visible leaks.

Inspect glycol pump operation, seal leakage, bearing condition, pressure, and flow.

Inspect condenser operation, fan/pump motors, belts, bearings, water distribution, scale, fouling, drift eliminators, sump, and water treatment, as applicable.

Check electrical connections, contactors, overloads, control panels, alarms, safety devices, and abnormal heating.

Verify glycol concentration/freeze protection and investigate any change in balance-tank level.

Test selected safety devices and operating controls on a rotating schedule, with all major safety devices tested at least annually.

Clean accessible strainers, filters, nozzles, pans, and components when included in routine maintenance.

Provide a service report after each visit and identify priority level: Immediate Safety, Urgent Reliability, Routine Repair, or Capital Planning

C. Seasonal Shutdown and Winterization

Coordinate the shut-down date with Metroparks and review the planned off-season duration.

Operate and shut down the refrigeration equipment in the proper sequence and place the refrigerant charge in the appropriate protected location as required by the system design and manufacturer procedure.

Close only the valves required for seasonal shut-down, leave required glycol expansion paths open, tag all closed valves, and post a shut-down notice at the main disconnect.

Open the main disconnect, apply lockout/tagout as directed, and remove fuses only when required by the approved procedure.

Inspect relief discharge outlets and emergency discharge components for leakage or damage.

Inspect the compressor(s), chiller, pumps, condenser, tanks, controls, and piping for leaks or conditions requiring off-season repair.

Inspect condenser coils for scale; inspect and clean spray nozzles and water distribution components.

Lubricate bearings and moving parts in accordance with manufacturer instructions; inspect belts and replace when authorized.

Change compressor oil and filters, if necessary. NOTE: Metroparks will provide the selected contractor with the oil and filters needed to complete the service.

Provide written instructions to owner staff for monthly off-season pump rotation or other preservation tasks.

Document valve positions, lockout status, fluid levels, deficiencies, and recommended off-season repairs in a shut-down report with photographs.

D. Ammonia Detection, Alarm, and Safety System Service

Provide quarterly preventive maintenance and functional testing of the complete ammonia detection, alarm, and related safety-control system.

Service shall be coordinated with facility staff and performed by technicians qualified for the installed detection and control equipment.

Inspect all ammonia sensors, transmitters, controllers, display panels, annunciators, horns, strobes, relays, wiring, conduit, power supplies, communication modules, remote notification devices, and backup batteries, where installed.

Inspect sensor locations, mounting, accessibility, identification, physical condition, contamination, corrosion, obstruction, water intrusion, and remaining manufacturer-recommended service life.

Perform a documented functional bump test of each ammonia sensor during every quarterly visit using manufacturer-approved certified calibration gas and test equipment.

Calibrate each ammonia sensor at least quarterly, or more frequently when required by the manufacturer, applicable code, failed testing, sensor replacement, or observed drift. Record as-found and as-left readings, calibration-gas concentration, gas expiration date, technician, date, and test equipment used.

Verify the operation and accuracy of the ammonia detection controller, local displays, alarm setpoints, trouble alarms, sensor-failure indications, communication faults, relay outputs, and system reset functions. Alarm setpoints shall not be changed without written owner authorization.

Functionally test all low-level, high-level, and emergency alarm sequences applicable to the installed system, including audible and visual notification devices, remote annunciation, building automation or monitoring signals, and automatic notification functions.

Test interfaces and interlocks between the ammonia detection system and emergency ventilation fans, louvers or dampers, equipment shutdown controls, emergency-stop functions, and other connected life-safety systems. Testing shall be coordinated to prevent unintended system operation or disruption.

Inspect emergency ventilation equipment associated with ammonia detection, including fan operation, airflow indication, belts, bearings, motor condition, disconnects, starters, control relays, dampers, louvers, and proof-of-operation devices, where included in the installed system.

Verify normal and emergency power to the detection and alarm system, inspect batteries or uninterruptible power supplies, and test loss-of-power and low-battery trouble indications where applicable.

Clean sensor heads, sample points, tubing, filters, and accessible control components in accordance with manufacturer instructions. Replace expired calibration gas, filters, batteries, sensors, or other consumable components only when included in the proposal or authorized by the owner.

Immediately report any failed sensor, out-of-calibration condition, disabled alarm, failed interlock, ventilation deficiency, communication failure, or other condition that reduces ammonia detection or emergency-response capability.

Provide a written quarterly ammonia-system service report identifying each device tested, as-found and as-left results, calibration certificates, alarm and interlock test results, deficiencies, corrective work completed, recommended repairs, sensor replacement dates, and current system status.

E. Non-Emergent and Emergency Service

Contractor agrees to provide emergency responses 24-hours, 7 days a week, and 365 days a year.

For emergency calls, the contractor must be able to have a qualified technician respond onsite within four (4) hours of receiving the emergency call (most emergency calls occur when the system is unable to keep up with the ice demand or when multiple compressors go down simultaneously.).

No repair exceeding one thousand dollars ($1,000) may be performed without prior approval of Metroparks staff.

All invoiced work shall state date and time of the received call, written explanation of the repair, and a breakdown of costs incurred to include transportation, labor, and parts and materials needed to complete necessary repairs for all service calls.

Use OEM or owner-approved equivalent parts. Document all refrigerant added, recovered, or disposed of.

For non-emergency calls, the Contractor must have a qualified technician respond onsite within forty-eight (48) hours of receiving the non-emergency call (e.g., a non-emergency call could occur when one compressor goes down, but the other two compressors are still functioning and are capable of maintaining the ice.).

The overtime call window shall be between the hours of 5:01PM-6:59 AM, Monday-Friday.

Contractor shall provide rates for services performed on Federal Holidays

REQUIRED DELIVERABLES

Annual start-up checklist and commissioning report with baseline operating readings.

Service report after each preventive maintenance visit.

Seasonal shut-down checklist and equipment preservation report.

Glycol test results, including concentration, freeze point, pH, and inhibitor condition, when included.

List of deficiencies ranked by urgency, with estimated repair cost and recommended completion date.

Updated equipment inventory including manufacturer, model, serial number, refrigerant type, motor horsepower, and major component condition.

Documentation of safety-control tests and setpoints.

Quarterly ammonia detection and safety-system reports, including sensor calibration certificates, bump-test results, alarm and interlock test results, deficiencies, and sensor replacement schedule.

Annual summary identifying recurring issues, energy-efficiency opportunities, obsolete components, and five-year capital replacement recommendations.

OWNER RESPONSIBILITIES

Provide reasonable access to the facility, equipment rooms, controls, drawings, and available operating records.

Provide a staff contact for scheduling, authorization, and site coordination.

Authorize repairs and provide purchase-order or contract directions as required.

Maintain building utilities and conditions necessary for safe operation.

SUBMISSION REQUIREMENTS

Required Content

Failure by any proposer to respond to a specific requirement may result in disqualification. Metroparks Toledo reserves the right to accept or reject any or all proposals. Proposers are reminded that proposals will be considered exactly as submitted. Points of clarification will be solicited by the proposers at the discretion of Metroparks. Proposals not compliant with the provisions of the RFP and applicable laws and/or regulations will not be processed.

The information provided by the contractor selected for contract award will form the basis for negotiation of a contract. Metroparks Toledo reserves the right to issue a contract without further negotiation using the information contained in the RFP.

Failure of a prospective contractor to accept this method of contract development will result in cancellation of the award.

Proposal Format

The proposal format requirements are designed to aid proposers in their development and to provide a structured format for reviewers to systematically evaluate multiple proposals.

All submissions concerning this RFP shall be submitted directly via PlanetBids. The total size of the PDF proposal submitted to Metroparks under this RFP should be no more than ten (10) 8 ½“ x 11” single sided pages utilizing a 12-point font in regular, common use with normal margins; Concept plans provided in conjunction with the proposal can be sized for 11”x17” paper and will count for only one (1) page. Metroparks shall score submitted proposals using a 100-point scale.

Maximum points assigned to each area of the proposal are indicated in parenthesis below.

Submitted proposals must contain the following items presented in this order:

Key Requirements for Proposals

1. Transmittal Letter o Include the RFP subject “Ice Rink Refrigeration System Preventative Maintenance Service for the Ribbon at Glass City Riverwalk” o Provide the company name, mailing address, office location, email address, phone number, and name of the primary contact.

o Include the name and signature of the representative authorized to bind the firm into a contract.

o Prepare a brief introduction including general demonstration of understanding the scope and complexity of the required work, to include a statement on how the Contractor will provide services and address the scope of work contained herein, and the Contractors ability to provide timely access and service to Metroparks Toledo.

2. Personnel o Identify the number of qualified refrigeration technicians that are on staff.

o Provide evidence of licenses, certifications, refrigerant qualifications, and manufacturer training applicable to the system.

o Provide evidence of training, certification, or documented experience servicing and calibrating the installed ammonia detection, alarm, and emergency ventilation control system.

o Provide evidence of being able to meet the required emergency services needed

3. Company/Organization Experience o Provide how long the company has been in business and what services they provide (Company background, structure, key personnel) o Provide a description of experience servicing glycol ice rink refrigeration systems of similar size or complexity.

o Provide three (3) references for comparable facilities, including contact name, phone number, email, system type, and contract dates (if applicable).

4. Operational Plan o Proposed preventative maintenance schedule and sample start-up, PM, and shut-down checklist

5. Pricing Form o Pricing form filled out and completed with submission

SELECTION CRITERIA

All proposals will be evaluated by a review committee using the criteria below. Metroparks reserves the right to request additional information, conduct interviews, or negotiate terms:

1. Transmittal Letter (up to 10 points) o Submittal follows the required format o Clarity and feasibility of concept o Alignment with the RFP objectives

2. Key Personnel (up to 20 points) o Number of staff available o Evidence of training, licensees, certifications, and documented experience with refrigerant and ammonia systems o Relevant staff can meet the expectations of the emergency services needed

3. Company/Organization Experience (up to 20 points) o Relevant glycol refrigeration and ammonia experience.

o Staff expertise and management capacity o Demonstrated success with similar projects

4. Operational Plan (up to 15 points) o Preventative Maintenance schedule submitted o Sample checklist submitted for Start-up, PM, and shutdown

5. Pricing Form (up to 35 points) o Pricing Form of Proposal (Attachment B) returned and filled out completely (any possible additional costs need submitted as well) o Evaluation – For purposes determining the best possible bid amount, the most points will be awarded to the contractor who bids the lowest BASE BID AMOUNTS on the Pricing Form.

o *Metroparks will need the selected contractor to be on call 365 days a year, 7 days a week, 24 hours a day. When emergencies arise, the selected contractor MUST be able to report a qualified technician to the site within 4 hours. Please make sure any additional costs that may be incurred with this are included on the submitted form*

QUESTIONS AND COMMUNICATION

All questions concerning this RFP shall be directed online via PlanetBids by 1:00 p.m., 7 days prior to the submittal deadline. Questions will be reviewed, and the Owner will determine whether any addenda should be issued as a result of any pertinent or substantive inquiries. Addenda will be issued via PlanetBids to all firms that have registered on PlanetBids as a prospective “bidder” for this specific Project. Firms shall not rely on any oral instructions or answers.

SELECTION PROCESS

A selection team will review and evaluate the proposals. The selection team members will complete evaluation forms, scoring each item with consideration to the information provided in the proposals.

The selection team may elect to interview short-listed firms but reserves the right to award a contract based solely upon Metroparks’ review and ranking of proposals.

Metroparks Toledo reserves the right to reject any or all proposals, or any parts thereof, waive informalities, negotiate terms and conditions, and select a proposer that best meets the needs of Metroparks Toledo.

If a company/organization is selected, Metroparks and the selected vendor will negotiate in good faith to formalize a contractual agreement, including detailed terms and payment structure. Selection does not guarantee that a final agreement will be reached, and Metroparks reserves the right to discontinue negotiations at any time.

GENERAL TERMS AND CONDITIONS

Public Record After an award is made; copies of the proposals can be made available for public inspection under the supervision of the Metroparks Planning Department from 9:00 a.m. to 3:00 p.m., Monday through Friday, at 6101 Fallen Timbers Lane, Maumee, Ohio.

Proprietary Information Proposers may include restrictions on the use of proprietary data within their responses. Proprietary information will be handled in accordance with applicable laws and regulations. All proprietary information must be clearly labeled in the proposal.

Acceptance of Proposal Content Before submitting an offer, each proposer shall make all necessary investigations and examinations to ascertain site conditions and requirements affecting contract performance. Any representations made by Metroparks must be verified by the proposer before submitting a proposal.

Staff, Equipment and Supplies The Provider shall furnish all staff, equipment and supplies in the performance of the services.

Insurance The Provider will carry and maintain public liability insurance with a combined single limit of not less than $1,000,000.00 and vehicular public liability and property damage with a combined single limit of not less than $1,000,000.00. The Provider shall name and maintain Metroparks Toledo as an additional insured on the Provider’s insurance and promptly provide evidence of such coverage to Metroparks Toledo. Such coverage will require the insurance provider to supply Metroparks Toledo with a notice of cancellation of insurance no less than 30 days prior to cancellation. When available, the Provider agrees to supply Metroparks Toledo with builders’ risk insurance or an installation floater for any new construction or renovations in an amount at least equal to the amount to be paid to the Provider hereunder.

Compliance with Law and Regulations The Provider shall comply with all applicable laws and regulations relating to the safety of its assistants, agents, employees and contractors, the performance of the work and the protection of Metroparks Toledo’s property and adjacent property.

Contract Term

The term of this contract will be twenty-four (24) months (October 2026 through October 2028) with an option for an additional twelve (12) months (October 2028 through October 2029) extension under the same terms and conditions.

Failure to investigate will not relieve the proposer of its obligation to comply with all provisions and requirements of the contract.

Ignorance of site conditions or other requirements will not be accepted as a basis for claims of additional compensation.

Mandatory pricing - Bidders shall submit prices to all listed costs. Failure to price any cost may render the bid nonresponsive.

Metroparks Toledo reserves the right, within 15 days written notice, without penalty, (1) cancel the contract, or (2) cancel service at specific sites.

Contractor certifies by signing the FORM OF PROPOSAL that all prices submitted will be honored for length of the contract.

No advertising or notices may be placed at any of the Metroparks’ properties.

All submitted materials must be clearly legible and free from ambiguity. If any portion of the proposal is illegible, or if poor legibility creates a discrepancy in terms, pricing, or specifications, the evaluation committee reserves the right to deem the submission non-responsive.

Inconsistencies or unreadable data resulting from poor legibility may lead to the immediate disqualification and rejection of the RFP.

ATTACHMENTS:

Attachment A – RFP Scoring Matrix

Attachment B – Pricing Form of Proposal